MANAGEMENT ASSISTANT - City of La Quinta California - La Quinta, CA

MANAGEMENT ASSISANT

Class Series: Management Administration – DBM Rating B21
FINAL FILING DEADLINE: Monday, July 18, 2016 at 5:00 p.m.

Do you want to be a part of a forward thinking team? Excited about new technology and inventing new ways to get your job done while serving the public? Come join the team, with quality management, a progressive Council, and first class City services. World-renowned as a destination for art, health, golf, and well-being, La Quinta continues to identify new revenue to reinvest in its community to enhance its status as “The Gem of the Desert.” The City has recently updated technology and takes a business approach to running municipal operations by empowering staff to solve problems. City management is customer service focused, rewards high performance, creative thinking, and teamwork leading to professional and personal satisfaction.

SALARY AND BENEFITS: $4,065.52 – $4,878.63/month. City benefit plan includes: Retirement: 2% at 62 formula for new CalPERS members and an employee pre-tax contribution of 6.25%; 2% at 60 formula for existing or “Classic” CalPERS members with an employee pre-tax contribution of 7%; Short & long-term disability; group health/dental/vision/life insurance (up to $1,370/month); 12 sick days per year; 10 vacation days first year; 12 holidays.

CLASS SUMMARY: This class is the first level in a four-level Management Administration Series. As assigned, incumbents are responsible for providing specialized services and customer service in support of City programs and finance. Incumbents, as assigned, may be responsible for processing receipts and cashiering; assisting in budget preparation; collection and disbursement of payments, developing and supporting program operations; performing research; maintaining databases; providing technical assistance and training; and processing claims.

DISTINGUISHING CHARACTERISTICS: Positions assigned to this classification perform tasks that are generally routine and repetitive in monitoring and processing information or coordinating and implementing programs. Work requires considerable attention to detail and is reviewed by a supervisor for conformance to established requirements.

ESSENTIAL DUTIES: This class specification represents only the core areas of responsibilities; specific position assignments will vary depending on the needs of the department.

• Assists with coordinating department activities such as tracking work and change orders, relaying communications, researching information and providing related support.

• Assembles, matches, sorts tabulates, checks numerical data, creates and checks records and logs.

• Prepares reports, correspondence and forms.

• Maintains records, references, reports, statistics; reviews forms and documents for compliance with operational policies and procedures.

• Assists in the acquisition of supplies and equipment.

• Provides customer service to other employees and citizens.

• Responds to citizen/customer questions and calls.

• Performs filing and retrieval of information.

• As assigned, serves as a lead to staff to include assigning and monitoring work and providing direction.

• Performs other duties of a similar nature and level as assigned.

Positions assigned to Finance Assistant functions may also be responsible for:

• Providing responsible, complex secretarial and administrative support to the Finance Director, Investment Advisory Board and Finance Department;

• As needed, serving as backup for reviewing requests for payments for accuracy and processing accounts payable;

• Preparing and maintaining various service contracts, coordinating annual sale of surplus items;

• Maintaining the accounts receivables module and function

• Managing the purchasing module and function; and

• Overseeing timekeeping management for all City staff.

REQUIREMENTS: High School Diploma or GED and two (2) years’ experience related to area of assignment. Or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. Requires a valid Class C California Driver’s License.

KNOWLEDGE OF: Modern office procedures; Modern office equipment; Program coordination; Proper English usage, grammar and punctuation; Principles of customer service; Basic budgetary principles; City policies, rules and regulations, operations, procedures and precedents of assignment; Principles of basic accounting/bookkeeping; Computer accounting applications; Basic governmental accounting and budgeting; and Methods of receiving and accounting for funds.

ADA AND OTHER REQUIREMENTS: Positions in this class typically require: standing, walking, fingering, talking, hearing, seeing and repetitive motions. Some assignments may be characterized as Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

APPLICATIONS: CITY APPLICATION MUST BE COMPLETED ONLINE by 5:00 p.m., Monday, July 18, 2016 at www.la-quinta.org .


DISCLAIMER: The City reserves the right to accelerate or extend the “Closing Date” of open positions at any time, dependent upon the number of applications received. The City is in compliance with the Americans with Disabilities Act and will make all reasonable accommodations for the disabled to participate in employment programs and facilities. Women, minorities, and disabled individuals are encouraged to apply. The finalist candidate must pass a pre-employment physical and drug screen.