Management Assistant
| City of Foster City |
| Estero Municipal Improvement District |
| Job Specification |
| DEFINITION: |
| Under general supervision, performs a wide variety of responsible, complex and confidential administrative duties in support of a department head and overall function of department; performs complex duties that require considerable confidentiality with sensitive information, initiative, mature and independent judgment; strong interpersonal and organizational skills; coordinates meetings and activities with other departments and outside agencies; may supervise, develop and evaluate clerical staff and office procedures. |
| DISTINGUISHING CHARACTERISTICS, FEATURES, REQUIREMENTS: |
| This is a full-time classification in the middle management group. This position may be assigned to any department. The support work performed by the incumbent is largely dependent upon the activities of the department to which the position is assigned. As a result, the position is considered a generalist in administrative support with specialized skills which support the professional and technical requirements of the department. It is distinguished from other clerical positions by the level and scope of support provided to executive management and skill level required. |
| SUPERVISION EXERCISED AND RECEIVED: |
| Receives general direction from department head and may provide direct supervision of clerical staff. |
| IMPORTANT AND ESSENTIAL DUTIES: |
| The duties and responsibilities listed below are illustrative only and are not meant to be a full and exhaustive listing of all of the duties and responsibilities of the classification. Assists and supports department head and staff by carrying out administrative and project assignments as required; arranges, coordinates and attends conferences, council, commission and committee meetings; supervises, trains and evaluates the work of subordinate staff; participates in the selection of staff. Provides information to other City departments, community organizations, committees, outside agencies and the public involving specialized and technical subject matter; establishes and maintains comprehensive and confidential files on personnel, policies, records, reports, investigations, reference materials, codes, ordinances and communications. Researches information and procedures; records actions on sensitive issues and releases information to authorized parties; interprets and applies federal, state and municipal laws and ordinances and City rules and regulations; develops recommendations for improving departmental operations and procedures; prepares requisitions, purchase orders, staff reports, resolutions, routine documents and other forms of communications; prepares complex statistical, financial, administrative and budget reports. Participates in administrative and financial studies and audits; coordinates and participates in special projects. Performs a variety of customer service activities; responds to customer inquiries in writing and verbally; engages customers on the phone and in person at a business counter; initiates customer contact in order to resolve discrepancies and/or other business related matters; handles the most difficult interactions. Attends meetings, including council, commission and committee meetings as required; takes and prepares meeting notes, minutes and other records; records actions taken and releases information to authorized parties. Prepares a variety of documents, including requisitions, invoices, purchase orders, reports, memorandums, routine documents and other forms of communications; prepares complex statistical, financial, administrative and budget reports; enters transactions into the financial system; maintains a variety of records associated with the work. |
| JOB-RELATED QUALIFICATIONS: |
| Knowledge, Skills and Abilities: |
| Knowledge of: The organization and structure of municipal governments; modern office terminology and procedures; effective methods of verbal and written communication, including business correspondence, report writing, and English usage, (spelling, punctuation and grammar); time management techniques; effective personal interactions and organizational skills; research and statistical techniques; methods, practices and terminology used in complex administrative work, including accounting principles and record keeping; effective methods, principles and techniques of customer service; applicable computer applications, including word processing, spreadsheet and database applications; modern principles and practices of employee supervision. |
| Skill in: operating computer systems and applications for information storage, retrieval and presentation; communicating clearly and concisely, both verbally and in writing; operating office equipment, including computers and associated software applications. |
| Ability to: learn, retain and use technical terminology; effectively operate computerized applications; demonstrate tact and discretion in preparing, disclosing and handling information of a confidential, controversial and sensitive nature; establish work priorities and remain flexible; demonstrate effective verbal and written communication skills; apply technical knowledge and explain information to a variety of audiences; understand and interpret laws, procedures, codes, policies and guidelines and rules and regulations; establish and maintain professional working relationships with those contacted in the course of the work; organize and maintain complex records and filing systems; work independently and exercise sound judgment; prepare clear, concise written documents, reports and correspondence; perform related duties as required; perform the physical and mental aspects of the job. |
| EDUCATION AND TRAINING GUIDELINES: Any combination equivalent to experience and education that could likely provide the required knowledge, skills and abilities would be qualifying. A typical way would be: |
| Education: Equivalent to completion of high school. An Associate’s Degree in Business Administration is desirable. Post high school or specialized administrative support training is desirable. |
| Experience: Four years of increasingly responsible experience providing project management support; at least two years of administrative support to a manager at an executive, division or department head level. One year of supervisory experience is desirable. |
| SPECIAL REQUIREMENTS: |
| Be flexible in work style, including the ability to successfully work with individuals from diverse backgrounds and professions; strong computer skills with proficiency in a variety of word processing, spreadsheet and database applications; a commitment to providing excellent customer service; attend evening meetings; obtain information through questioning; work with interruption; effectively handle multiple assignments; deal firmly and courteously with the public; sit for long periods of time; intermittently twist and reach office equipment; stand, bend, squat, kneel or twist while using/clearing copy equipment or retrieving/returning files; write and use keyboard to communicate through written means and enter/retrieve data from computer; and lift or carry weight of 20 pounds or less. |
| LICENSES, CERTIFICATES, REGISTRATION: |
| Licenses: Possession of a valid California Class C Driver’s License with a satisfactory driving record is required for the position. |
