This is the entry-level classification in the Public Works Administrative Series. This classification performs some data gathering and analysis, working under general supervision on routine tasks and functions.
Essential functions of the job include, but are not limited to, the following: Compiles, analyzes and interprets statistical and financial data for Public Works operational or administrative programs and projects.
Researches and assembles information from a variety of sources for the completion of specialized forms and preparation of reports; makes arithmetic and statistical calculations.
Performs detailed special projects and research assignments; collaborates with various staff and departments in completing Public Works related special projects; assists in preparing, maintaining and updating Departmental policy and procedure manuals such as Public Works Operational Manual; and Emergency Plan.
Interprets and explains Departmental and City policies, procedures and regulations to the public or other employees; assists in answering questions of a technical nature related to Public Works operations.
Organizes program related training or counseling sessions for the public or other employees.
Inputs data and prepares statistical charts, graphs, organizational and work flow charts, procedural manuals and reports using a variety of computer applications specific to Public Works operations.
Develops monitoring controls, regulations, reporting procedures and forms, and assists in review of existing regulations and procedures.
Assists in the preparation of Public Works budget including General Fund, Enterprise Fund, Special Revenue Fund, and Public Works Capital Improvement Program budget, as well as budget forms and time lines.
Assists in tracking and monitoring budget expenditures and account balance reports through the use of automated equipment and a variety of computer software programs.
May oversee procurement activities, and prepare and process purchasing requisitions and/or vouchers by entering pertinent information into the financial system and distributing and/or filing supporting documents. Maintains the Petty Cash Fund.
Receives and screens visitors and telephone calls, providing general and specialized information regarding assigned function that may require the use of judgment, tact and sensitivity and the interpretation of policies, rules and procedures.
Processes customer service requests and public records requests by assigning to proper Public Works Divisions or other City departments; updates and maintains databases; receives and records related documents related to the customer service requests and public records requests; assists Department in responding to requests for services from the public and other agencies.
Takes policy, service and information requests relating to governmental activities and refers to proper departments for processing and providing information; updates and maintains service and information requests through complex record keeping; performs reference and statistical work on computers.
Composes and drafts correspondence, staff reports, and specialized forms, technical and statistical material and confidential documents from drafts, notes or brief instructions; assists with correspondence and inquiries; proofreads and checks typed and other materials for accuracy and completeness and for compliance with policies and regulations.
Attends meetings and takes minutes.
May serve as the staff liaison for the Transportation and Parking Commission.
Assists in the planning, developing and implementation of Public Works Department programs and procedures, participates in conducting studies to evaluate existing and proposed programs, procedures and policies, and in the Department's liaison activities.
Establishes and maintains a variety of filing and tracking systems.
Evaluates community needs by working with citizen and business groups and acts as the liaison between the Public Works Department and the community.
Coordinates resources for a variety of special programs and events, such as National Public Works Week, Earth Day and America Recycles; prepares marketing materials and presentations; serves as a liaison to community organizations such as neighborhood, business and merchant groups; promotes public interest in Public Works programs through use of social media, flyers, and press releases; assists with developing public relations campaigns for Public Works projects and programs; coordinates and prepares scripts for the development of video presentations and public service announcements for Public Works activities, programs and services; prepares strategies to disseminate information and elicit feedback from the community; assists the Facilities Management and Engineering Divisions in organizing community meetings for capital improvement projects.
Assumes responsibility for ensuring the duties of the position are performed in a safe efficient manner.
Ensures Department services are provided with exceptional customer service and the highest level of ethical standards.
Drives on City business.
Performs other related duties as assigned or as the situation requires.
Knowledge, Skills & Abilities Knowledge of: Applicable Federal, State and local ordinances, codes, laws, mandates, etc. Basic mathematical operations such as addition, subtraction, multiplication, and division. Budgetary processes and procedures related to General Fund, Enterprise Fund, Special Revenue Fund, and Public Works Capital Improvement Program Funding. City and Departmental policies and procedures. Effective community outreach methods using various social media platforms. English grammar usage, spelling, punctuation, and business vocabulary. Environmental and other regulations for various Public Works operations. Office administrative practices and procedures, such as business letter writing and the operation of standard office equipment. Record keeping, report preparation, filing methods and records management techniques.
Skill in: Analyzing and resolving office administrative situations and problems, regulations, rules and policies. Applying logical thinking to solve problems or accomplish tasks; to understand, interpret and communicate complicated policies, procedures and protocols. Conducting detailed and thorough research. Effective oral and written communications, both on a one-on-one and a group basis. Making independent judgments and decisions based on standard policy or procedure. Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction. Preparing clear and concise reports, correspondence and other written materials. Researching, compiling, and summarizing a variety of informational and statistical data and materials. Use of financial system management. Use of personnel management system and position control. Using tact, discretion, initiative and independent judgment within established guidelines. Utilizing standard word processing and spreadsheet software.
Ability to: Analyze data. Design and implement work flow systems. Develop necessary skills from on-the-job training and meet the standards of performance for the classification by the end of the probationary period. Effectively train others. Efficiently organize and manage multiple ongoing projects with a high degree of accuracy. Establish smooth working relationships and resolve interpersonal conflicts. Handle confidential information with discretion. Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies. Lead, coach, instruct and motivate employees. Maintain a filing system. Make routine organizational and procedural studies and to prepare and present comprehensive reports. Model and practice the highest standard of ethical conduct. Prepare and present written reports. Prepare correspondence and reports using a personal computer and word processing software. Prepare spreadsheets, charts and graphs utilizing a personal computer and automated spreadsheet software. Present a courteous, professional public image to the citizens of Glendale. Prioritize workload and adapt to frequently changing deadlines in a fast paced environment. Provide exceptional customer service to those using Public Works Department. Read and interpret documents such as operation and maintenance instructions, procedure manuals. Read, write, communicate effectively and comprehend directions in English. Understand and carry out written and oral instructions, giving close attention to detail and accuracy.
Other Characteristics Willingness to: Assume responsibility for maintaining a safe working environment. Work necessary hours and times to accomplish goals, objectives and required tasks. Work overtime as requested.
Experience Four years of experience in Public Works operations, or a Bachelor's Degree in a related field and no experience. Some experience working in an office environment for a public agency is highly desirable.
Education/Training Graduation from high school or attainment of GED or CHSPE certificate.
License(s)/Certification(s) Valid Class C California driver's license.
Promotional Eligibility Any City of Glendale employee who meets the minimum qualifications for this position, has completed probation or six months of City employment, and is occupying a permanent full-time classification on file in the Human Resources Department. Hourly City employees may be considered, provided that they furnish proof of continuous employment immediately preceding the final filing date, which would equal a minimum of six months of full-time service or 1040 part-time hours. (Civil Service Rule VIII 4-E).
Note An equivalent combination of experience, education and/or training may substitute for the listed minimum requirements.
The examination will consist of an evaluation, a written exam, and an oral interview, with the evaluation as a qualifying steps, written – pass/fail, and oral interview - 100%. Approximately the top 15 scoring candidates who achieve a minimum passing score of 70.00% on the written exam will be invited to the further stages of the examination process. Candidates must pass each exam component with a minimum score of 70.00% in order to be placed on the eligible list. All applications, resumes and submitted reference materials will be reviewed and evaluated and only the best-qualified candidates based on applicable experience will be invited to the oral examination. Any evaluation will be based on the candidate's education and experience as related to the position. Any examination will be to evaluate the candidate's education, experience, knowledge and skills for the position. The City of Glendale reserves the right to modify the above stated examination components and/or weights. Should this be necessary, the candidates will be notified of the specific examination components and weights prior to the administration of any examination. The selected candidate will be subject to a background investigation including LiveScan fingerprinting.TIME AND PLACE OF THE EXAMINATION WILL The City of Glendale conforms with State and Federal obligations to make reasonable accommodation for applicants and employees with disabilities. The Human Resources Department asks that it be advised of special needs at least five days prior to the first test part so that a reasonable accommodation may be made. The provisions of this bulletin do not constitute an express or implied contract. In compliance with the Immigration Reform and Control Act of 1986, the City of Glendale requires that all new employees provide documentation to establish both work authorization and identity.