Administrative Specialist I/II - Risk Management Division

Job Description:

Administrative Specialist I/II - Risk Management Division

Description

Description

The City of Livermore is currently accepting applications for an Administrative Specialist I/II in the Risk Management Division. For complete job information, please refer to the job announcement .

Filing Deadline: 5:00 PM on October 7, 2024.

DEFINITION

Under supervision, the Administrative Specialist I provides routine to difficult clerical support to assist in the day-to-day operations of the City Manager's Office, Administrative Services Department, or the City Attorney's Office.

DISTINGUISHING CHARACTERISTICS

The Administrative Specialist I classification is characterized by its performance of a variety of routine and difficult assignments. With experience and on-the-job training, the work becomes progressively more diversified and complex with increasing independent judgment. It is distinguished from the Administrative Specialist II in that the latter performs complex administrative projects and assignments requiring more independent judgment under general supervision. This job classification is designated "Confidential" and may have access to information related to the administration of employee-employer relations.

SUPERVISION RECEIVED

Supervision is provided by a first-line supervisor or a manager and direction may be provided by other managers in the assigned department.

SUPERVISION EXERCISED

May provide assignments to temporary employees and volunteers.

Examples of Important and Essential Functions

Duties may vary based on assigned department.

Program Support Functions
Provides specialized programmatic support for an assigned department; assists with program coordination, such as the City's insurance and safety programs, and other programs; verifies documentation requirements for agreements and service contracts, permits, and vendors; develops, coordinates, and monitors special projects and/or contracts; conducts community outreach efforts; assists with a variety of administrative issues and prepares or recommends process, policy, and procedural modifications; and calculates statistical information and prepares reports in compliance with state and federal laws and regulations.

Administrative Support Functions
Develops and maintains accurate, up-to-date files, statistical data, and records; creates and maintains status documents related to assigned projects; monitors projects, consultant services agreements, and special assignments; assists with monitoring of monthly expenditures; coordinates the flow of paperwork; processes and distributes mail; schedules meetings and appointments; prepares reports, letters, and other correspondence; prepares requisitions and warrants for payments; serves as the department representative for Agenda Manager and drafts related documents; proofreads and corrects documents; compiles statistical data to create reports and tracks information; assists in preliminary data gathering, preparation of budget, and performance measures; assists with special events; coordinates time keeping functions for the assigned department; reconciles purchase card statements; may maintain and update content on Department web pages and social media posts; interprets and explains City policies and procedures; designs and modifies work methods, procedures, and forms; reviews work for thoroughness and accuracy; operates modern office equipment; and utilizes computer software programs, including spreadsheet, database, word processing, presentation software, and other job specific systems.

Job Related and Essential Qualifications

Demonstrated Knowledge of :
General functions and objectives of municipal government and administration; general functions within the area of assignment; modern office practices, procedures, and equipment; proper English usage, spelling, grammar, punctuation, and business format; business mathematics; effective communication techniques; and personal computer operating systems and software applications.

Demonstrated Skills to :
Monitor programs and projects; perform a variety of difficult administrative duties; perceive needed changes and initiate suggestions for improvement; interpret and explain policies and procedures; prioritize work assignments and accomplish project/program goals; use independent judgment; develop solutions using initiative, tact, and good judgment; remain flexible and adapt to changing conditions; operate a personal computer utilizing spreadsheet, database, word processing, and presentation software; meet the City's keyboarding standard (35 nwpm); respond to internal and external customers in a professional, creative, and cooperative manner; and exemplify an enthusiastic, resourceful, and effective customer service attitude.

Ability to :
Learn the operation, policy, and procedures of assigned department and other departments; and effectively apply the required knowledge and skills in the daily performance of assigned duties.

Experience, Education, and Training Guidelines:
Any combination of experience, education, and training that would provide the best qualified candidates. A typical way to obtain the knowledge, skills, and abilities would be:

Experience : Equivalent to two years of progressively responsible clerical support experience involving extensive customer service, multi-tasking, computer usage, and detail-oriented work. One year of responsible clerical support experience working in a related department may substitute for the required two years. Experience in a public agency is desirable.

Education : Equivalent to graduation from high school. College level courses in business administration, office management, public administration, or other closely related field are highly desirable.

License : May require the possession of a valid California Driver's license and a satisfactory driving record as determined by the City.

Other Requirements : Willingness and ability to work scheduled and emergency overtime; and attend meetings, workshops, and seminars during work and non-work hours.

Special Requirements : Essential duties require the mental and/or physical ability to work in a standard office environment; read fine print and computer monitors; operate a computer keyboard, calculator, and other office equipment; bend, stoop, stretch, and reach; strength to safely lift and maneuver office supplies and equipment weighing up to 30 pounds.

Additional Information

Non-Exempt

CITY OF LIVERMORE
BENEFITS SUMMARY
Confidential - Unrepresented

The benefits listed are provided to employees of the Confidential group. For a more detailed summary of benefits for all employee groups, click here .Any errors or omissions do not constitute either an expressed or implied contract.Updated: 11/2023

MOU TERM

N/A

SCHEDULED INCREASES

7/5/2021 2.5%
7/4/2022 4%
7/3/2023 3.0%
7/1/2024 2.5%

CAFETERIA PLAN (Medical/Dental/Vision)

$1,950/month towards medical, dental, vision, additional & supplemental life insurance; unused balance paid in cash to employee

BASIC LIFE INSURANCE& ACCIDENTAL DEATH & DISMEMBERMENT INSURANCE (AD & D)
$150,000EEcoverage, ER paid
$1,000 dependent coverage, ER paid
EE option to purchase $25,000 additional life insurance& supplemental life to $500,000 (not to exceed 5x annual earnings).

LONG TERM DISABILITY (LTD)

ER paid

60% of base monthly earnings to $6,000/month max. (180 day waiting period)

LONG TERM CARE INSURANCE

Long Term Care Facility and 100% Home Care to $8,000/month with 90-day elimination period; 6 year duration (optional - EE paid)

PERS
New City of Livermore EEs are enrolled in the 2% at 60 formula or 2% at 62 formula, depending on eligibility, as per AB 340.

Classic PERS Misc Member - 2% at 60

• Member Rate = 7% EE paid
• Employer Rate = 34.43%ER paid (includes unfunded liability; FY23/24)
• 36 consecutive months Final Comp
• Sick Leave Credit
• 4th Level 59 Survivor Ben.
• Military Service Credit

New PERS Misc Member - 2% at 62

• Member Rate = 7.5%EE paid
• Employer Rate = 34.43%ER paid (includes unfunded liability; FY23/24)
• 36 consecutive months Final Comp
• Sick Leave Credit
• 4th Level 59 Survivor Ben
• Military Service Credit

MEDICARE (Hired after 3/31/1986)

EE paid 1.45%

ER paid 1.45%

RETIREMENT HEALTH SAVINGS (RHS)

ER contribution of 4% of base pay into RHS account.

VACATION ACCRUAL

Years of ServiceTotal Accrual Per Year
180.6 hrs
2-5120.12 hrs
6-10135.98 hrs
11-15160.94 hrs
16-19180.18 hrs
20+192.4 hrs

Pro-rated for part-time EE.
Maximum accrual: 350 hours

HOLIDAYS

12 observed holidays

SICK LEAVE ACCRUAL

96.2 hrs/year for FT

72.02 hrs/year for ¾-time

48.1 hrs/year for ½-time

Unlimited accrual

SICK LEAVE USAGE

• FAMILY SICK LEAVE - Immediate Family Illness:½ Annual Sick Leave Accrual.
• PARENTAL LEAVE - 4 regularly scheduled workdays for non-birthing parent tobecome a parent byadoption, foster care placement, or birth of a child.
• BEREAVEMENT LEAVE (non-immediate family) - 3 regularly scheduled workdaysmax to be used for sister-in-law and brother-in-law.

BEREAVEMENT LEAVE

3 regularly scheduled workdays max for immediate family.

PERSONALLEAVE

16 hrs/yr

Pro-rated for part-time EE.

PREGNANCY LEAVE & FMLA/CFRA

EE may use accrued leaves in compliance with City rules and regulations. Benefit provided as per regulations: Federal Family and Medical Leave Act, California Family Rights Act, and California Pregnancy Disability Act

DEFERRED COMPENSATION 457(b)

ER contribution of $185 per pay period with minimum contribution of $75 per pay period by employee.

2024 Maximum

Normal = $23,000

Age 50+ = $7,500

Catchup Limits = $46,000

Section 125 PLAN

(No ER contribution)

2023 Maximums

DependentCare*: Up to $5,000/year;*See IRS Pub #503

Unreimbursed Medical: Up to $3,200/year

• Pre-tax Health Care Premiums
• FSA's for Dependent Care
• Unreimbursed Medical Expenses
• Other options offered by plan administrator

SUPERVISORY DIFFERENTIAL PAY

Min of 10% above base salary of non-mgmt subordinate, 7.5% above mgmt subordinate

ACTING PAY & SPECIAL PROJECTS PAY

Acting Pay

If work min of 5 consecutive calendar days, paid @ lowest step of higher class with at least a 5% differential. If assignment > 12 months, optional incr. of up to 7% or max of the range, whichever is less.

Special Project Pay

If work min of 30 calendar days, 5% - 7% differential. If full supervisory, additional % to reflect 2.5% over highest compensated subordinate.If assignment > 12 months, optional increase of up to 7%.

BILINGUAL PAY

$50/pay period.Must be certified by DH, approved by City Manager, and used on the job.

CELL PHONE ALLOWANCE (If authorized) - See Administrative Regulation #36 for details

Standard = $40/month

Enhanced = $90/month for exempt only

OT COMP & COMP TIME OFF

OT for > 40 hrs/week @1 ½ x reg pay or Comp Time in lieu of OT for FLSA nonexempt.

TUITION REIMBURSEMENT

75% reimbursement fortuition & books
For undergraduate studies, $4,000 FY max; $16,000 lifetime maximum
For graduate studies, $5,000 FY max; $10,000 lifetime maximum

LICENSES & CERTIFICATIONS

100% reimbursement for required licenses, certifications, and professional memberships

HEALTH CLUB REIMBURSEMENT

$100.00/month max for monthly dues

EMPLOYEE ASSISTANCE PROGRAM

Three (3) sessions per incident per family member.Unlimited telephonic consultations.

FLSA WORK PERIOD

168 hour pay period beginning Monday at 12:01 a.m., ending 7 days later on Sunday at 12:00 midnight.If an EE is not on this work week schedule, something must be in writing documenting EE's work week.

PAY PERIODS
26 pay periods per year

Benefits listed are for regular full-time employees. Benefits are prorated for part-time employees.

ER = Employer
EE = Employee
FT = Full-time
PT = Part-time

Closing Date/Time: 10/7/2024 5:00 PM Pacific

Salary:

$6,074.42 - $8,539.72 Monthly