• Oversees department administrative workflow; applies specific knowledge of policies and procedures in order to organize and coordinate work, and relieve the Department Director and Team Members of routine administrative detail; duties may vary according to job assignment.
• Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative; perform varied and responsible duties to assist in the processing and completion of administrative operations for assigned staff.
• Collect, compile, and analyze information from various sources on a variety of specialized topics related to programs in assigned area; write reports which present and interpret data, identify alternatives and make and justify recommendations.
• Assures that Department Director's action items are properly processed, managed and resolved; tracks issues and assures the effective communication of operational information and management issues; responds independently to inquiries when appropriate.
• Interpret regulations, policies, and procedures; make decision involving independent judgment and requiring specialized knowledge of technical practices and precedents; analyze situations and make appropriate decisions without immediate supervision.
• Collect and compile material for review and analysis; provide recommendations for changes in programs, policy, or procedures to improve efficiency and cost effectiveness of operations; coordinate consultation, information exchange, and necessary clearances and or approvals.
• Participate and assist in the administration of the assigned department; supervise, organize, and manage all office activities associated with the office; recom­mend organization­al or procedural changes affecting support activities; recommend improve­ments in work flow, procedures, and use of equipment and forms.
• Relieve Department Director of a variety of administrative details; independently respond to routine letters and general correspon­dence; compose and prepare letters, memoranda, and reports pertaining to standard policies.
• Assist in the preparation and monitoring of assigned budgets including compiling annual budget requests, recommending expenditure requests for designated accounts, and monitoring approved budget accounts; review the financial condition of assigned programs and recommend and initiate corrective action to ensure financial integrity.
• Order, receive, inventory, store, and distribute supplies, forms, and related items; prepare purchase orders; contact vendors and suppliers as needed; maintain related records.
• Serve as a primary resource and information source regarding department and program policies, procedures, objectives, and operational functions; answer questions and provide information where judgment, knowledge and interpreta­tions are utilized, especially in the proper handling of confidential information or files; resolve complaints; refer caller to appropriate source as necessary.
• Manages special projects, programs, and assignments, covering a wide variety of subjects requiring knowledge of City procedures and policies; creates, edits and processes memoranda and technical documents.
• Maintains Department files and library; collects and compiles statistical data; develops and creates a variety of technical and statistical reports; updates manual and computer records and tracking systems; creates management reports; assures all administrative actions are in compliance with City policy.
• Coordinates office activities, prioritizes and develops schedules in order to meet critical deadlines; maintains meeting calendars and schedules for Team Members; coordinates and arranges meetings and staff travel arrangements; may supervise and review the work of other Team Members.
• Provides information and assistance to constituents, visitors and others having business with the City; responds to requests for information and resolves problems within the scope of authority; explains laws, rules, regulations, policies, and procedures; answers and routes calls.
• Maintains payroll files; researches files and computer databases; receives and processes invoices and financial vouchers; monitors and evaluates expenditures and budget.
• Prepares and coordinates meeting agendas and presentation materials; attends meetings, takes notes, records meetings, transcribes meeting minutes, and prepares summaries for distribution.
• Cross trains in other office support duties as required.
• Supports the relationship between the City of Rosemead and the constituent population by providing excellent customer service; promotes the City goals and priorities in compliance with all policies and procedures; maintains absolute confidentiality of work-related issues, client records and City information; performs related duties as required or assigned.

Education and Experience:

• Must possess or have the ability to obtain an appropriate California Driver's License and satisfactory driving record.

• City policies and procedures.
• Office management principles.
• Practices used in minute taking and preparation.
• Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
• Develop operating procedures to implement programs and policies.
• Applicable policies, procedures and regulations covering specific areas of assignment.
• City administration policies, including accounting, budgeting, payroll and personnel rules.
• Professional standards for business correspondence, writing, spelling and grammar.
• Business and personal computers, and spreadsheet software applications.
• Customer service standards and protocols.
• Principles of record keeping, records retention, records management, and file maintenance.
• Local community resources and regional community issues.

• Type at a speed of 60 words per minute and enter data at a speed necessary for successful job perfor­mance.
• Transcribe recorded minutes.
• Maintain confidential data and information.
• Research, compile, analyze, interpret and prepare a variety of fiscal, statistical and administrative reports.
• Compile, tabulate, and analyze data and information and prepare summaries and reports.
• Understanding, and applying relevant rules, ordinances, codes, regulations, policies, procedures, administrative orders and other governing regulations.
• Planning, prioritizing and completing assignments with minimum supervision.
• Writing professional reports and correspondence from brief instructions.
• Establishing and maintaining effective working relationships with other team members, general public, elected officials, special interest groups, advocates, and representatives from other regional agencies.
• Dealing tactfully and courteously with the general public and others seeking information about City functions and activities.
• Proficiency in operating a personal computer utilizing a variety of standard (i.e.: Word, Excel, Outlook, other Office Products, etc.) and specialized software.
• Communicating effectively verbally and in writing.

• Work is usually performed in a standard office environment; may vary according to job assignment. May be required to travel to various sites, locations and/or events.
• Team members are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours; team members are required to assume duties of a disaster worker in the event of a locally declared emergency.

Equal Opportunity Employer