CITY OF ANAHEIM Human Resources Department 201 S. Anaheim Blvd., Suite 501 Anaheim, CA 92805 anaheim.net INVITES APPLICATIONS FOR THE POSITION OF: Part Time Public Utilities Management Assistant (Personnel & Administrative Services) An Equal Opportunity Employer SALARY: $24.94 - $34.30 Hourly OPENING DATE: 07/03/14 CLOSING DATE: 07/10/14 05:00 PM DESCRIPTION: agency.governmentjobs/images/AgencyImages/jobposting/1945/JobPostings/image/Anaheim%20Public%20Utilities%20Banner.jpg The City of Anaheim Public Utilities Department is looking for a highly dynamic Part Time Management Assistant to support the Personnel and Administrative Services unit. The Management Assistant must be extremely adaptive, politically savvy, and detail-oriented. Candidates must have at least one year of providing progressive administrative or analytical support in a human resources or public administration setting. Ideal candidates will possess related experience in a municipal government agency. This is a part-time position usually averaging 20-30 hours per week. A minimum number of hours is not guaranteed. The Anaheim Public Utilities mission is to add value to the community through a customer-focused approach to providing reliable, high-quality water and power at competitive rates. In keeping with the City of Anaheims core values of vision, responsibility, pride and service, Anaheim Public Utilities has developed the following department goals: Enhance and maintain our competitive and financial position; Enhance community aesthetics; Enhance service delivery, service options and service quality; Ensure balanced, diverse and cost-effective resource supply; and Strengthen system infrastructure. ESSENTIAL FUNCTIONS: Perform a variety of technical, programmatic, administrative, and routine staff and analytical duties requiring the application of specific program knowledge and administrative skills in support of the Public Utilities Department and Administrative Services unit; assume responsibility for specific program area duties; provide assistance in administrative and operating programs as assigned. Conduct research; prepare, revise, and implement various administrative policies, procedures, rules, and regulations in accordance with sound organizational practices; develop and revise office forms and report formats; establish procedural manual for assigned areas. Conduct administrative and/or management studies relating to the activities and operation of the assigned department, office, or program area; conduct the more routine surveys, research, and statistical analysis on administrative, fiscal, and operational issues; collect, compile, and analyze information from various sources on a variety of specialized topics related to programs administered by the position or by management staff; write reports that present and interpret data, identify alternatives, and make and justify recommendations. Provide staff assistance to management staff; participate on and provide staff support to a variety of committees and boards; prepare and present staff reports and other correspondence as appropriate and necessary; relieve management staff of administrative work. Participate in the identification, planning, development, and implementation of new and/or modified programs that would promote and enhance the mission, goals, and objectives of the Public Utilities Department and Administrative Services unit; perform the necessary research and analysis to justify the appropriateness of implementing the proposed program/project; prepare presentation materials and background documentation; participate in monitoring project success using appropriate tracking and feedback systems. Provide assistance in resolving operational and administration problems; identify problem areas and issues; conduct research to find alternative solutions; make recommendations; assist in implementation of recommendations. Assist in researching, negotiating, and monitoring assigned contracts and agreements with outside suppliers, service providers, leasing agents, and others; prepare specifications and bid packages; review bids and recommend vendor selection for equipment and services; participate in the preparation of contracts; ensure work is performed in compliance with contracts and agreements. Serve as primary contact and liaison for assigned functions and programs with staff; assist with and provide support in the negotiation and resolution of sensitive and controversial issues; explain programs, policies, and activities. Assist with the budget development process and budget monitoring activities; provide assistance in the development of assigned budget; collect and analyze financial data; review and analyze budget requests and budget changes; make recommendations and obtain final approval for changes; create data tracking and reporting systems; monitor monthly status. Maintain and monitor assigned accounts; determine appropriate expense allocations; resolve billing payment and reporting discrepancies. Establish and administer departmental records management processes; establish effective filing systems. May plan, direct, coordinate, and review assigned activities and operations of the department including assigned administrative support, technical, and/or programmatic service areas; meet with staff to identify and resolve problems; recommend improvements in work flow, procedures, and use of equipment and forms; implement improvements as approved. May provide or coordinate staff training; work with employees to correct deficiencies; recommend discipline and termination procedures. Perform related duties as required. QUALIFICATIONS: Must possess at least one year of administrative support or analytical experience, preferably in a human resources or public administration, is desirable supplemented by a completion of the twelfth grade and college level coursework or specialized training in public administration, business administration, or a related field. An equivalent combination of experience and education sufficient to perform the essential job functions and provide the required knowledge and abilities is qualifying. Demonstrate knowledge of operational characteristics, services, and activities of assigned program; basic principles and practices of public administration; basic principles and practices of program development and administration; work organization and office management principles and practices; standard organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs related to area of assignment; methods and techniques of effective technical, administrative, and financial record keeping, report preparation, and presentation; recent developments, research methods, current literature, and sources of information related to assigned programs and service areas; terminology used in area of assignment; principles of business letter writing; federal, state, and local government organizations; modern office procedures, methods, and equipment including computers and various software packages; methods and techniques used in customer service and public relations; English usage, spelling, grammar, and punctuation; pertinent federal, state, and local laws, codes, and regulations related to human resource management. Have the ability to perform responsible analytical, programmatic, and administrative duties involving the use of independent judgment and personal initiative; learn methods and techniques of research and operational and administrative analysis; learn to develop policies, procedures, goals, and objectives; learn to analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals; plan, coordinate, and conduct operational analyses, administrative studies, and special projects; research, compile, analyze, and interpret data; prepare clear, accurate and concise tables, schedules, summaries and other materials in statistical and narrative form; establish and maintain various data collection, record keeping, tracking, filing, and reporting systems; manage multiple projects simultaneously; plan and organize work to meet schedules and time lines; participate in planning, organizing, directing, coordinating, and evaluating assigned programs, projects, events, or technical area; properly interpret and make recommendations in accordance with laws, regulations and policies; understand the organization and operation of the City as necessary to assume assigned responsibilities; understand, interpret, and apply administrative and departmental policies and procedures as well as pertinent laws, regulations, and ordinances; operate and use modern office equipment including a computer and various software packages; identify and respond to organizational issues, concerns, and needs; work under steady pressure with frequent interruptions; exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports; communicate clearly and concisely, both orally and in writing; and establish and maintain effective working relationships with those contacted in the course of work. A valid drivers license. SUPPLEMENTAL INFORMATION: This is a part-time position usually averaging 20-30 hours per week. A minimum number of hours is not guaranteed. IMPORTANT APPLICATION INFORMATION AND INSTRUCTIONS This posting will close on Thursday, July 10, 2014 at 5:00PM. Applicants are encouraged to apply early. Applications will not be accepted after this deadline Candidates must be specific and complete in describing their qualifications for this position. Stating See Resume is not an acceptable substitute for a completed application. Failure to state all pertinent information may lead to elimination from competition. The selection process may include, but is not limited to, a performance/written exam and an oral interview. Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communication by any other method. APPLICATIONS MAY BE FILED ONLINE AT: anaheim.net 201 S. Anaheim Blvd., Suite 501 Anaheim, CA 92805 714-765-5111 PART TIME PUBLIC UTILITIES MANAGEMENT ASSISTANT (PERSONNEL & ADMINISTRATIVE SERVICES) Part Time Public Utilities Management Assistant (Personnel & Administrative Services) Supplemental Questionnaire * 1. Do you possess at least one year of providing progressive administrative or analytical support in a human resources or public administration setting? Yes Yes No No * 2. Please describe your experience providing progressive administrative or analytical support in a human resources or public administration setting. If none, type N/A. * 3. Did you complete college level coursework or specialized training in public administration, business administration, or related field? Yes Yes No No * 4. Please describe your college level coursework or specialized training in public administration, business administration, or related field. Please list any certifications or degrees obtained. If none, type N/A. * 5. Do you have prior experience in supporting human resources programs (such as organizational development, labor and employee relations, and recruitment)? Yes Yes No No * 6. Please describe in detail your prior experience in supporting human resources programs (such as organizational development, labor and employee relations, and recruitment). If none, type N/A. * 7. Does your related experience come from a municipal government agency? Yes Yes No No * 8. Please describe in detail your related experience from a municipal government agency. If no municipal government experience, type N/A. * Required Question
Posted on: Wed, 09 Jul 2014 05:34:08 +0000
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