• 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.
• Assures that 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.
• Manages special projects 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 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; orders supplies, materials and equipment, and maintains inventory.
• 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.
• 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.

• 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.
• Operating a personal computer utilizing specialized software, and entering information into a computer system with speed and accuracy.
• 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