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CITY OF EL CERRITO MANAGEMENT ASSISTANT Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job. DEFINITION To perform a variety of paraprofessional, technical and selected administrative work which provides support to department/division and relieves administrators and managers of administrative detail. DISTINGUISHING CHARACTERISTICS Incumbents perform varied and responsible technical support tasks and administrative duties. Work performed is normally within established policy and procedure guidelines. Clerical duties incidental to the work may be performed. This is an entry class for those qualified to perform administrative work. This class is distinguished from other clerical classifications in that the Management Assistant manages program or project areas, department/division functions and significant organizational processes as assigned; is responsible for composing staff reports and agenda bills; and represents the department/division and the City in interagency and other external matters. SUPERVISION RECEIVED AND EXERCISED General supervision is provided by department managers or administrative personnel. May provide technical and functional supervision to clerical and technical staff. ESSENTIAL FUNCTION STATEMENTS Essential responsibilities and duties may include, but are not limited to, the following: Essential Functions: Interpret and apply City policies, rules, and regulations in response to inquiries and complaints; respond to citizens on variety of routine and technical issues; and assist public or city personnel in completing required documentation, forms, and applications. Perform research in a variety of municipal administrative areas; investigate, interpret, analyze data of a technical nature; prepare routine and comprehensive reports with recommendations. Draft procedures, rules, regulations, and forms; assist in preparation and maintenance of operating procedures and manuals. Initiate and review administrative documents such as permits and personnel actions; and prepare, administer and maintain detailed files and records. Provide follow-up on projects, transmitting information, keeping supervisor informed of ongoing operational activities. Review technical documents for accuracy, completeness and as needed, regulatory compliance; initiate processing; and monitoring follow-up action as required. Essential Functions: (continued) ---PAGE BREAK--- CITY OF EL CERRITO Page 2 Management Assistant Coordinate the processing of documents with other city operations. Prepare news releases, articles, newsletters for publication and informational brochures of a technical nature. Work cooperatively with local, county, state and regional agencies, groups and individuals to coordinate activities; represent the department/division and the City at conferences, meetings and hearings. Serve as staff to commissions or boards, prepare agendas, staff reports, attend meetings and keep minutes of proceedings. Participate in the administration of a department; manage significant organizational processes and program areas in such areas as salary adjustments, scheduling and monitoring of inspections or work orders and administering specific operational programs. Assist with annual budget development, preparation and administration, including monitoring contract payments, processing invoices and maintaining supply inventory. Based on the specific assignment, perform routine plan check and issue related permits; research property records to establish chronological history or retrieve specific information; or investigate and evaluate complaints in the field as assigned. Input data related to specific program operations; type a variety of materials; arrange meetings and conferences; and screen calls, visitors and mail. May lead or supervise other staff in a specific program area. Marginal functions: Participate on various citywide committees as assigned. Perform related duties and responsibilities as required. QUALIFICATIONS Knowledge of: Procedures and operating details as necessary to assume assigned administrative and technical responsibilities. Principles of governmental organization, budgeting and management. Research, data-gathering and statistical methods. Modern office practices, procedures, equipment and clerical techniques. Ability to: Analyze problems; reason logically and creatively; make viable recommendations; and prepare written reports. ---PAGE BREAK--- CITY OF EL CERRITO Page 3 Management Assistant Communicate effectively both orally and in writing. Prioritize work and perform a variety of tasks to meet time frames and deadlines; schedule work activities for a specific operation, and monitor for follow-up. Establish and maintain effective work relationships with those contacted in the course of work; effectively handle and resolve confrontation situations; coordinate work activities with appropriate city departments. Interpret, explain and apply administrative and technical regulations, standards and procedures. Maintain flexibility when dealing with changing priorities and performing multiple tasks simultaneously. Work independently and accept increasing responsibility for programs and organizational processes. Compile and maintain complex and extensive records. Operate a variety of office equipment. Maintain physical and mental capacities appropriate to the performance of assigned duties and responsibilities. EXPERIENCE AND TRAINING Any combination of experience and training that would likely provide the required knowledge and ability is qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Some experience (one to two years minimum) working for a public agency, which would familiarize the employee with administrative operations. Knowledge and experience specific to the assigned position may be required. Education: Equivalent to graduation from a four-year college with major course work in public or business administration or a related field is desirable. Full-time administrative work experience contributing to the development of analytical, written and verbal skills may be substituted on a year for year basis; i.e., a minimum of five years' increasingly responsible clerical or paraprofessional experience, with at least one year in a public agency administrative office. License/Certificate Possession of or ability to obtain a valid Class C California Driver's License. ---PAGE BREAK--- CITY OF EL CERRITO Page 4 Management Assistant PHYSICAL DEMANDS Sitting: Frequently Lifting: Standing: Occasionally up to 10 lbs: Occasionally to Frequently Walking: Occasionally 11 to 25 lbs: Occasionally Bending: Occasionally 26 to 50 lbs: Never Crouching: Occasionally 51 to 75 lbs: Never Stooping: Occasionally 76 to 100 lbs: Never Kneeling: Never 100 + lbs: Never Crawling: Never Carrying: Climbing: Never up to 10 lbs: Occasionally Balancing: Occasionally 11 to 25 lbs: Occasionally Running: Never 26 to 50 lbs: Never Twisting: Occasionally to Frequently 51 to 75 lbs: Never Turning: Occasionally 76 to 100 lbs: Never Jumping: Never 100 + lbs: Never Pushing/Pulling: up to 10 lbs: Occasionally 11 to 25 lbs: Occasionally 26 to 50 lbs: Never 51 to 75 lbs: Never 76 to 100 lbs: Never 100 + lbs: Never Grasping – firm: Occasionally Finger dexterity: Frequently Reaching forward: Frequently Reaching overhead: Occasionally Pinch grasp: Occasionally Grasp – light: Frequently Coordination - Eye-hand: Occasionally to Frequently Eye-hand-foot: Occasionally Driving: Occasionally Talking - Face-to-face: Occasionally to Frequently Verbal contact: Frequently Public: Occasionally Vision - Acuity far: Required Acuity, near: Required Depth perception: Not Required Field of vision: Not Required Accommodation: Required Color vision: Not Required Hearing - Conversation: Occasionally to Frequently Telephone: Occasionally to Frequently Earplugs: Never ---PAGE BREAK--- CITY OF EL CERRITO Page 5 Management Assistant MENTAL REQUIREMENTS Abstract variables, Interpret instructions, Problems-standard, Detailed uninvolved instructions, Reading- simple, Reading-complex, Writing-simple, Writing-complex, Math skills-simple, Math skills-complex, Clerical, Coordination, Analyzing, Compiling, Computing, Copying, Comparing, Mentoring, Negotiating, Instructing, Supervising, Persuading, Speaking-signaling, Setting up, Operating-controlling, Feeding- Offbearing, Handling, Comprehend/follow instructions, Perform simple-repetitive tasks, Maintain work pace, Relate to other people, Influence other people, Perform varied-complex tasks, Generalizations/evaluations, Responsibility for direction. WORK ENVIRONMENT Exposure to: Indoors, Outdoors, Using computer/computer monitor screen, Works around others, Works alone, Works with others. Rev. 9/2002