Administrative Specialist II - City Manager's Office

Job Description:

Administrative Specialist II - City Manager's Office

Description

Description

The City of Livermore is currently accepting applications for an Administrative Specialist II in the City Manager's Office. For complete job information, please refer to the job announcement .

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

DEFINITION

Under general supervision, performs difficult and responsible administrative work in support of the City Manager's Office, City Attorney's Office, or Administrative Services Department; assists with administrative functions for specific programs/projects; prepares technical and administrative reports; and performs other duties as assigned.

DISTINGUISHING CHARACTERISTICS

The Administrative Specialist II performs specialized and complex administrative work within the framework of City policy and exercises independent judgment under general supervision. It is distinguished from the Administrative Specialist I classification in that the latter is characterized by its performance of a variety of routine to difficult assignments initially under close supervision with the work becoming progressively more diversified and complex with increasing independent judgment as experience is gained. This job classification is designated "Confidential" and may have access to information related to the administration of employee-employer relations.

SUPERVISION RECEIVED

General supervision is provided by a first-line supervisor, a manager, or a department director, and work assignments and direction may be provided by other managers in the assigned department.

SUPERVISION EXERCISED

None.

Examples of Important and Essential Functions

Program Support Functions
Provides specialized programmatic support for an assigned department; performs special studies and writes reports, such as agenda items for City Council and/or Boards and Commission meetings; gathers data and performs data analysis on a continuous or special project basis; develops, coordinates, and monitors special projects and/or contracts; assists with the day-to-day activities associated with departmental or city?wide programs and/or committees, department website pages, and other programs and projects; develops and conducts presentations related to assigned projects; monitors assigned programs and/or projects; assists with a variety of administrative issues and prepares or recommends process, policy, and procedural modifications; coordinates and assists in preparing departmental budget requests; and may provide staff assistance to advisory boards or commissions, outside agencies, and citizen groups.

Administrative Functions
Develops and maintains records, and record keeping procedures; creates and maintains status documents related to assigned projects; monitors and coordinates the updating of policies, such as the City's Administrative Regulations and other documents; drafts and prepares official City documents, such as resolutions, special awards, and other documents; may provide assistance to managers and to members of City Council, such as calendaring, travel arrangements, scheduling meetings, screening visitors/phone calls, and responding to mail, voicemail, and e-mail; composes correspondence and responds to public requests; coordinates and plans City events; utilizes computer software programs, including financial, spreadsheet, database, word processing and presentation software, to prepare documents and presentations; may interface with the Finance Department on budgetary or payroll related matters; assists with monitoring of monthly expenditures; prepares warrants for payment; and reconciles purchase card statements.

Job Related and Essential Qualifications

Demonstrated Knowledge of :
General functions and objectives of municipal government and administration; report writing techniques; principles and practices of project coordination; modern office procedures and methods; proper English usage, spelling, grammar, punctuation, and business format; basic principles and practices of accounting and budget monitoring; effective communication techniques; and computer operating systems and software applications.

Demonstrated Skills to :
Monitor programs and complete assignments on schedule and at times, under time sensitive deadlines; prepare summaries and reports; perceive needed changes and initiate suggestions for improvement; use independent judgment and exercise resourcefulness in addressing problems; develop solutions using initiative, tact, and good judgment; remain flexible and adapt to changing conditions; work under the pressure of deadlines; read, comprehend, interpret, and explain policies, procedures, laws, ordinances, and regulations; establish and maintain effective working relationships with those contacted in the course of work; communicate effectively both verbally and in writing; work as a member of a team to accomplish goals; lead and train volunteer and/or temporary staff; meet the City's keyboarding standard (35 net wpm); operate a computer utilizing spreadsheet, database, word processing, and presentation software; 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 four years of progressively responsible administrative experience in a public agency including extensive customer service, drafting and preparing written documents, and performing specialized work in support of assigned project/programs; or two years public sector experience at a level equivalent to the Administrative Specialist I with the City of Livermore. Experience providing support to executive management and/or elected officials is highly desirable.

Education : Equivalent to graduation from high school, supplemented by college level courses in business or public administration, political science, English or a related field. An Associate's Degree is highly desirable and may substitute for 2 years of the experience requirement.

License : May require the possession of an appropriate 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, as assigned.

Special Requirements : Essential duties require the mental and/or physical ability to work in a standard office environment; read fine print and computer monitors; converse in person and over the telephone; use a computer keyboard and calculator; bend, stoop, stretch, and reach; and strength to safely lift and maneuver office supplies and equipment weighing up of 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:

$6,831.78 - $8,539.72 Monthly