Positions in this classification are not part of a progression series. Rather advancement to a Program Assistant 2 or 3 is dependent on the needs of the department, the specific duties and responsibilities associated with the position, and is normally achieved through a competitive process.
Examples of Duties and Responsibilities:
Coordinate implementation, maintenance and setup of Engineering Facilities’ Computerized Maintenance Management System (CMMS). Assist with the initial set up and population of building equipment inventory and PM schedule. Perform testing to verify system performs as intended. Perform on-going maintenance and configuration. Serve as the single point of contact for all user related questions, support issues, and requirements. Support users with password resets, security changes, and general questions.
Implement and maintain inventory control system. Review service requests to verify work orders are set up correctly including asset and task selections, billing status, organizational/project codes, etc. Prepare monthly statements and invoices relating to work performed for billable projects. Prepare monthly reports on labor, transportation and work in progress. Prepare special and/or other periodic reports as required. Ensure all documentation is accurate and suitable to maintain strict quality control.
Serve as the single point of contact with vendor for any system issues, support questions, and system maintenance coordination. Serve on Engineering Operations team to select and implement a new CMMS.
Provide administrative support relative to facilities maintenance and custodial services programs. Provide customers with information and/or clarify program policies and procedures. Provide program procedure information to customers. Refer technical questions to appropriate City staff.
Establish and maintain related filing and recordkeeping systems in Sharepoint. Compose routine and general correspondence requiring knowledge of subject matter. Review and distribute incoming and outgoing correspondence, making notes as to action taken.
Arrange various meetings. Attend meetings and prepare and distribute minutes of these meetings.
Assist in preparation of periodic or special statistical reports. Research information from historical records, files, and/or operational reports. Organize and oversee special projects as necessary. Assist supervisor in follow-through activities relative to on-going clerical functions.
Oversee administrative and clerical support relative to prevailing wage payroll submittals on Public Works contracts and other duties related to Public Works contracting. Provide information and/or clarify program policies and procedures. Initiate routine correspondence with contractor and other inter-departmental communications as necessary to resolve outstanding payroll submittal issues.
Assist in the finalization process of public works contracts. Maintain related filing and recordkeeping systems. Recommend procedural changes or guidelines based on observed program needs. Provide information for public works contract status inquiries. Assist with and /or provide backup for bid openings as needed
Coordinate personnel activities for Construction Inspection, Mapping and Operations Sections. Process necessary personnel forms and documents. Schedule new permanent hires for orientation; provide hourly employee orientation. Maintain an awareness of personnel policies and procedures and provide guidance to managers as required. Assist in handling confidential personnel and other matters.
Oversee employee expense reimbursements (i.e. safety shoes, CDLs, mileage, etc.). Oversee and/or perform annual driving record checks for employees required to have a driver’s license as part of their job requirements.
Perform payroll activities for Construction Inspection, Mapping and Operations Sections. Maintain facilities and custodial staff schedules in Kronos. Provide training and technical assistance, as needed.
Provide backup administrative and clerical support to Construction Inspection and/or Operations Sections. Assist in providing telephone coverage and dispatching calls via 2-way radio to employees in the field.
Provide backup administrative support for the Right of Way Permits program. This includes receiving and entering right of way permits, as well as issuing approved permits.
Perform other related duties as required.
Minimum Qualifications:
Knowledge, Skills and Abilities:
Working knowledge of office administrative methods, practices and equipment. Working knowledge of English composition, correct punctuation, spelling, grammatical usage and acceptable business letter and report formats. Working knowledge of and ability to use computer software applicable to the duties of the position. Knowledge of business math and basic accounting and budgeting practices. Ability to prepare finished letters, memorandums and reports from rough draft, outline or original composition. Ability to type (see Note). Ability to gather, organize, review and report information. Ability to develop operating systems and procedures and to learn technical and administrative program requirements and procedures. Ability to carry out administrative details efficiently and independently and meet deadlines. Ability to use office equipment effectively, including telephones, copiers, fax machines, computers, etc. Ability to prepare basic financial and statistical reports. Ability to make decisions within policy constraints and to interpret complex department, City or funding source policies to the general public, the business community, or other special interest groups. Ability to perform mathematical calculations and maintain accounting records. Ability to maintain effective working relationship with employees, managers, program participants and the public. Ability to communicate effectively both orally and in writing. Ability to maintain adequate attendance.
Training and Experience:
Three years of responsible clerical support experience that included significant secretarial and administrative responsibilities involving complex clerical, administrative, and/or accounting systems and procedures. Such experience would normally be supplemented by secretarial, business and/or accounting courses. Possession of a 4 year degree from an accredited college or university may be substituted for the experience requirements. Other combinations of training and/or experience which can be demonstrated to result in the possession of the knowledge, skills and abilities necessary to perform the duties of this position will also be considered.
Special Requirements:
Physical Requirements:
Work in this position is primarily sedentary, requiring the ability to sit/stand at a desk, work on a computer, and use a monitor for extended periods of time.
- Payroll title for this position is Program Assistant 1
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