Overview
PROJECT SUPPORT ASSISTANT (AS NEEDED) Jobs in Santa Monica, CA at City of Santa Monica
Title: PROJECT SUPPORT ASSISTANT (AS NEEDED)
Company: City of Santa Monica
Location: Santa Monica, CA
Job SummaryProvides technical and administrative assistance to assigned staff. Performs complex project support duties, including compiling and evaluating data, preparing legal documents, processing billing and financial records, tracking project status, and coordinating assigned activities with City staff, departments, outside agencies, and the general public.
Representative DutiesNote:Duties may vary dependent upon assignment and work location.Provides staff assistance to management staff in coordinating, implementing and monitoringassigned projects and programs. Participates in budget preparation, expenditure control and various public relations tasks.
Researches administrative problems, conducts studies and surveys, and recommends courses of action to solve problems and improve delivery of services.
Assists in preparing Requests for Proposals (RFPs), Requests for Qualifications (RFQs) and Request for Bids (RFBs) for professional and contractual services.
Prepares complex legal documents including professional services agreements and construction contracts. Gathers information from a variety of sources, maintains tracking logs for agreements, creates files, and coordinates the review of documents with the City Attorney’s Office and other City departments.
Compiles, enters, modifies, maintains, retrieves and analyzes various data and documents to monitor and track project progression, staff utilization and budget activities.Reviews and analyzes budget requests and recommends approval of requests for designated accounts.
Composes, prepares, and proofreads a variety of forms, records and reports, including division personnel records, special mailings, letters, memos, press releases, articles, technical correspondence, statistical charts, and analytical reports on revenues and expenditures.
Coordinatesaccounts payable and billing functions for assigned area. Uses financial software applications to produce reports and track and issue purchase orders, invoices, warrants and requisitions. Researches account histories. Collects payments and issues receipts.
Performs various office duties, including ordering and maintaining office supplies, sorting and distributing mail, and scheduling and arranging meetings, special events and travel plans for staff members.
Acts as resource to the public, City staff, outside agencies and other customers on specific programs and policies.Interprets and applies rules, regulations and policies.
Assists in preparing and disseminating information; responds to inquiries and complaints; and makes referrals to appropriate sources, as necessary.
May update assigned Division’s website and coordinates delivery of information and other information technology related work with the Information Systems Department.
Assists in training temporary and as-needed staff in office procedures and practices.
May serve as a representative of the division at special committees and task forces.
Performs other related duties, as assigned.
RequirementsKnowledge, Abilities and Skills:Knowledge OfPrinciples and practices of public administration.
Current office procedures, practices and equipment.
Principles, methods and practices of technical and financial recordkeeping.
Financial accounting principles.
Basic mathematics.
Report writing techniques.
Computer software applications, including spreadsheets and word processing.
Basic methods and techniques for administrative, financial and comparative analyses.
Business English, spelling, punctuat…
