Administrative Assistant

Full-time • Livermore, California, United States • $7k - $8k / month • 2w ago

Description

This vacancy supports the Community Development Department and its Director.

DEFINITION

Under general supervision, performs difficult and responsible para-professional level duties including financial and administrative work; researches and analyzes data; prepares technical and administrative reports; and performs other duties as assigned.

DISTINGUISHING CHARACTERISTICS

Positions in this classification work within the framework of City policy and are expected to exercise considerable independent judgment in solving the most difficult and sensitive issues related to area of assignment and performing a wide variety of para-professional duties with minimal supervision. The Administrative Assistant is distinguished from the Administrative Technician in that the latter is responsible for technical support of a specific program.

SUPERVISION RECEIVED

General supervision is provided by an assigned manager.

SUPERVISION EXERCISED

May provide supervision to clerical, support staff, temporary employees, and volunteers.

Examples of Important and Essential Functions

Para-Professional Support Functions

Performs special studies and writes reports, including agenda items for City Council and/or Boards and Commission meetings; gathers data and performs data analysis on a continuous or special project basis; develops, coordinates and monitors special projects and/or contracts; coordinates and assists in preparing departmental or division budget requests; administers or assists in administering departmental or city-wide programs and/or committees; develops and conducts presentations related to assigned projects; assists manager with a variety of administrative issues and prepares or recommends on process, policy, and procedural modifications; research and compile data gathered from various parties related to assigned programs and/or projects; establishes and maintains a wide variety of records; and develops record keeping procedures.

Administrative Functions

Develops and maintains department financial, budget, administrative, and other records; creates and maintains status documents related to assigned projects; monitors monthly expenditures; may prepare and monitor departmental timecards; interfaces with the Finance Department on financial and budget related matters; may perform secretarial duties for a department head such as calendaring, scheduling meetings, screening and responding to mail and public requests; and may provide staff assistance to advisory boards or commissions, outside agencies, and citizen groups.

Supervisory Functions

May hire, train, supervise, and evaluate assigned staff; prepares performance goals and objectives and conducts performance evaluations; recommends employment actions to the Department Head; and may recommend disciplinary action and other employment related actions.

Job Related and Essential Qualifications

Demonstrated Knowledge of:

Operation, policy, and procedures of appropriate city departments; general functions and objectives of municipal government; report writing and analytical techniques; modern office procedures and methods; proper English usage, spelling, grammar, punctuation, and business format; basic principles and practices of budget monitoring; effective communication techniques; personal computer operating systems and software applications; and principles and practices of exceptional customer service.

Demonstrated Skills to:

Collect and analyze data; prepare summaries and reports; operate a personal computer utilizing spreadsheet, database, and word processing software; perceive needed changes and initiate suggestions for improvement; interpret and explain policies and procedures; prioritize work assignments; type at a speed necessary for successful job performance; use independent judgment; establish and maintain effective working relationships with those contacted in the course of work; work as a member of a team to accomplish goals; supervise and train clerical staff; respond to internal and external customers in a professional, creative, and cooperative manner; and exemplify an enthusiastic, resourceful, and effective customer service attitude.

Ability to:

Effectively apply the required knowledge and skills in the daily performance of assigned duties; develop solutions using initiative, tact, and good judgement; remain flexible and adapt to changing conditions; read, comprehend, and interpret policies, procedures, laws, ordinances, and regulations; and communicate effectively both verbally and in writing.

Experience, Education and Training Guidelines

Any combination of experience, education and training that would provide the best qualified candidates. A typical way to obtain the knowledge, skills and abilities would be:

Experience: Equivalent to one year of progressively responsible para-professional administrative experience including data research and report writing. Supervisory and public sector experience is desirable.

Education: Equivalent to an Associate's degree from an accredited college or university with major coursework in business administration, public administration, accounting, or other closely related field.

License: May require the possession of an appropriate valid California driver's license and a satisfactory driving record as determined by the City.

Certification: None

Other Requirements: Willingness and ability to work scheduled and emergency overtime; and attend meetings, workshops, and seminars during work and non-work hours.

Special Requirements: Essential duties require the mental and/or physical ability to read fine print and computer monitors; converse in person and over the telephone; use a computer keyboard and calculator; bend, stoop, stretch, and reach; and strength to safely lift and carry up of 30 pounds.

CITY OF LIVERMORE
BENEFITS SUMMARY
Association of Livermore Employees

Please click here for a copy of the current Memorandum of Understanding (MOU) for the Association of Livermore Employees. The information contained here is a summary of benefits. For a more detailed summary of benefits for all employee groups, click here. Any errors or omissions do not constitute either an expressed or implied contract. Updated 1/2025

MOUTERM
10/01/2021 - 09/30/2025

SCHEDULED INCREASES
10/11/2021 2.0% + $725.40/year
10/10/2022 3.5% + $754.56/year
10/09/2023 2.5% + $777.36/year
10/07/2024 2.0% + $796.80/year

CAFETERIA PLAN (MEDICAL, DENTAL & VISION)
$1,950/month towards medical, dental, and vision; unused balance paid in cash to employee.

BASIC LIFE INSURANCE & ACCIDENTAL DEATH & DISMEMBERMENT INSURANCE (AD & D)
FT - $60,000 EE coverage or PT - $30,000 EE coverage, ER paid
$1,000 dependent coverage, ER paid

EE option to purchase $25,000 additional life insurance & supplemental life to $500,000 (not to exceed 5x annual earnings).

LONG TERM DISABILITY (LTD)
ER paid
60% of base monthly earnings to $5,000/month max. (180 day waiting period)

PERS
New City of Livermore EEs are enrolled in the 2% at 60 formula or 2% at 62 formula, depending on eligibility, as per AB 340.

Classic PERS Misc Member– 2% at 60

Member Rate = 7% EE paid
Employer Rate = 34.43% ER paid (includes unfunded liability; FY23/24)
36 consecutive months Final Comp
Sick Leave Credit
4th Level 59 Survivor Ben.
Military Service Credit

New PERS Misc Member- 2% at 62

Member Rate = 7.5% EE paid
Employer Rate = 34.43% ER paid (includes unfunded liability; FY23/24)
36 consecutive months Final Comp
Sick Leave Credit
4th Level 59 Survivor Ben.
Military Service Credit

MEDICARE (Hired after 3/31/86)EE paid 1.45%ER paid 1.45%

RETIREMENT HEALTH SAVINGS (RHS) ER contribution of 4% of base pay into RHS account.

VACATION ACCRUAL

Years of Service

Accrual Per Year

80.6

2-5

120.12

6-10

135.98

11-15

160.94

16-19

180.18

20+

192.4

Prorated for part-time EE.
Maximum accrual: 340 hours

HOLIDAYS & HOLIDAY-IN-LIEU PAY
Holidays: 12 observed holidays or in lieu day off or if work 2.5 times pay.
Holiday-In-Lieu Pay: EE's assigned receive 7.5% of base salary, paid per pay period

SICK LEAVE ACCRUAL
96.2 hours/year
Pro-rated for part-time EE

SICK LEAVE USAGE:

FAMILY SICK LEAVE: For immediate Family Illness - ½ Annual Sick Leave Accrual.
PARENTAL LEAVE: For non-birthing parent who becomes a parent due to adoption, foster care placement, or birth of a child - 48 hours
BEREAVEMENT/ FUNERAL LEAVE (non-immediate family): 3 regularly scheduled workdays of sick leave can be used for aunt or uncle.

FUNERAL LEAVE
3 regularly scheduled workdays max for immediate family.

PERSONAL LEAVE
Full-Time: 16 hours per year
Pro-rated for part-time EE.

PREGNANCY LEAVE & FMLA/CFRA
EE may use accrued leaves in compliance with City Rules & Regs
Benefit provided as per regulations: Federal Family and Medical Leave Act, California Family Rights Act, and California Pregnancy Disability Act

DEFERRED COMPENSATION 457(b)
ER contributes $75 per pay period, with required matching of $75 by EE

2025 Maximum:
Normal = $23,500
Age 50+ = $7,500
Catchup Limits = $46,000
Voluntary EE Participation

SECTION 125 PLAN
No ER contribution
2025 Maximum
Dependent Care*: Up to $5,000/year - *See IRS Pub #503
Unreimbursed Medical: Up to $3,300/year

Pre-tax Health Care Premiums
FSA's for Dependent Care
Unreimbursed Medical Expenses
Other options offered by plan administrator

UNIFORM ALLOWANCE
$850 per year/ paid in equal amounts per pay period
For Public Safety Dispatchers, Senior Public Safety Dispatchers, Supervising Public Safety Dispatchers, Police Clerks, Senior Police Clerk, Supervising Police Clerk, Animal Control Officers, Police Identification Technician, Supervising Property and Evidence Specialist, Property and Evidence Specialist, Community Service Specialists, Crime & Intelligence Analysts, and Crime Prevention Specialist.

SAFETY SHOE ALLOWANCE
Paid annually in July: $200/year for Meter Readers, and employees in Engineering Technician, Neighborhood Preservation Officer, and Building Inspector series who perform field work, and Public Works employees that are required to wear safety shoes or boots.

PRESCRIPTION SAFETY GLASSES
Reimbursement of up to $150/year for purchase of safety prescription glasses for EEs working in locations where there is a risk of eye injuries.

SHIFT DIFFERENTIAL
EEs regularly assigned to city facilities operating 24/7 - $2.50/hour for all hours worked when assigned to a shift requiring EE work at least 4 hours between 4:00 p.m.- 6:00 a.m.

EQUIPMENT OPERATION
Public Works EEs: $12.00/day for EE who operates Class A vehicle, min of 50%+ operation/day.

STANDBY PAY
2 hours straight-time for standby on regularly scheduled work day
3 hours straight-time for standby on regularly scheduled days off and fixed City holidays

CALL BACK PAY
3 hours min @ OT rate for FLSA nonexempt. First 3 hours can't be taken as comp time but paid to EE.

WORK IN A HIGHER CLASS
If work min of 3 consecutive workdays, paid @ 5% differential or the minimum of the salary range of the higher classification.

COURT PAY/COURT CANCELLATION PAY
If in connection with EE's usual official duties, 3 hrs min @ OT, or 4 hrs min @ OT for those required to appear on normal day off or on graveyard shift.

SUPPORT SERVICES TRAINING OFFICER PAY
$90/pay period for full pay period while assigned.

BILINGUAL PAY
$60/pay period for both written & conversational. Must be certified by Department Head and approved by Admin Services Director, and used on the job.

$35/pay period for conversation level as certified by Department Head and approved by Admin Services Director.

TELEPHONE PAY
20 minutes and for each minute exceeding 20 minutes at OT rate.

CELL PHONE ALLOWANCE
Standard = $40/month (if authorized)
See Administrative Regulation 36 for details.

COMMERCIAL DRIVERS' LICENSE PAY
$35/pay period with valid CA Commercial Driver's License and valid DOT medical card.

OT COMP & COMP TIME OFF
OT for > 40 hrs/week or > 8 hrs/day in a reg scheduled day or hrs in excess of those normally scheduled & worked/day @ 1 ½ x reg. pay or Comp Time in lieu of OT for FLSA nonexempt. Accrued Comp Time in excess of 100 hours must be paid out.

TUITION REIMBURSEMENT
75% reimbursement for tuition & books
For undergraduate studies, $4,000 FY max; $16,000 lifetime max
For graduate studies, $5,000 FY max; $10,000 lifetime max

LICENSES & CERTIFICATIONS
100% reimbursement for required licenses and certifications

EMPLOYEE ASSISTANCE PROGRAM
Three (3) sessions per incident per family member. Unlimited telephonic consultations.

FLSA WORK PERIOD
168 hour pay period beginning Monday at 12:01 a.m., ending 7 days later on Sunday at 12:00 midnight. If an EE is not on this work week schedule, something must be in writing documenting EE's work week.

For WR Operator series: 168 hour period beginning Sunday at 12:00 midnight,
ending 7 days later on Saturday at 11:59 p.m.

PAY PERIODS
26 pay periods per year

Benefits listed are for regular full-time employees. Benefits are prorated for 30-hour and 20-hour employees.

ER = Employer
EE = Employee
FT = Full-Time
PT = Part-Time