Management Assistant

The Position

The City of Oakland is an equal opportunity employer that values workforce diversity, inclusion, and equity. Oakland has a long history of activism around issues of justice and equity. Both oppression and this resistance to oppression have shaped the city’s historical roots and the lives of its residents to this day. As public servants in one of the most diverse cities in the nation, we strive to develop employees who understand the harm and impacts of systemic inequity to create lasting, meaningful outcomes for everyone. Oakland strives to establish an environment that embraces the richness of culture, community, and individualism of employees.
Why join the City of Oakland?
The City of Oakland is recruiting to fill Management Assistant vacancies across several departments including, but not limited to: the Finance Department, Department of Transportation, Public Works Department, Oakland Fire Department, Department of Workplace and Employment Standards, Housing and Community Development, City Clerk's Office, and Oakland Parks, Recreation, and Youth Development.
Situated at the heart of the Bay Area, the City of Oakland is a vibrant, diverse, and exciting place to work. It is easily accessible, at the forefront of Race and Equity work, and a full-service organization with many innovative community services. Your unique experiences will be an important contribution to our success. As a Management Assistant you will be an integral member of the department’s administration team and you will be key in developing and leading innovative processes and procedures.
We are looking for someone who is:

• Trustworthy: Maintains confidentiality of discussions/decisions related to recruitment & hiring activities
• Responsive: Maintains communication with partners & stakeholders
• A Team Player: Maintains cooperative collaborations to achieve successful outcomes
• Reliable: Is present, performs duties, and accepts accountability
• Proactive: Exercises intuitive thought and actions
• Resourceful: Uses relevant policies, processes, and defers to the expertise of colleagues when necessary
• A collaborative leader: Your leadership of diverse teams and projects will influence positive change management activities in the pursuit of citywide goals and system enhancements.
• A skilled communicator: You will be expected to develop and deliver written content, facilitate outreach, and present materials
• A problem solver: You can identify problems that need resolution and have the skills and tenacity to address and resolve them in a timely manner.
• Committed to public service: You take pride in serving the public and leading public servants.

• Monitoring and leading budget development and administration.
• Developing and administering departmental grant programs.
• Negotiating and administering contracts.
• Directing and participating in departmental recruiting, classification, training, payroll, employee relations, and personnel rules and regulations administration.
• Planning, directing, supervising, and evaluating assigned personnel in administrative, personnel, payroll, and assigned program functions.
• Participating in the development of policies and procedures for departmental operations.
• Facilitating and coordinating Human Resources Management functions.
• Providing intermediary operational oversight and instruction to HR/Admin staff in the performance of recruitment & hiring activities, administrative & payroll functions
• Providing high level administrative and analytical support & expertise as needed
• Preparing and analyzing complex reports.
• Managing data analytics and developing reports
• Collaborating and project managing with departments citywide.

• You will have the opportunity to work with a diverse multi-disciplined team of professionals
• You will have the opportunity to offer innovation and creativity
• You will connect with departments citywide and participate in the implementation and launch of many new process improvement opportunities.
• You will have the opportunity to build collaborative working relationships with City partners
• You will be at the forefront of working to advance equity.

• Handling multiple tasks with competing and critical deadlines can be difficult.
• Navigating complex bureaucratic processes and procedures
• You will be working with a limited budget and staff.

Minimum Requirements for Application

This recruitment will produce two eligible lists. The restricted list will be for full-time, permanent part-time, or part-time City and Port of Oakland employees who meet the minimum qualifications. The open list will be for all other applicants who meet the minimum qualifications.
Any combination of education and experience that is equivalent to the following minimum qualifications is acceptable:
Education:
Bachelor's degree from an accredited college or university in public or business administration, economics, accounting, or related field. A Master's degree is desirable.
Experience:
Four years of experience performing progressively responsible and complex administrative work including one year of supervisory experience.

Supplemental Information

The Recruitment Process:
The City of Oakland works with a Civil Service system. Applicants apply online, and HR staff reviews their experience, education, and training listed on the application against the “minimum qualifications” listed for each position.
Candidates who demonstrate that they meet the minimum qualification requirements are then invited to participate in an assessment process (or testing) to measure their knowledge, skills, and abilities in job-related areas.
Candidates who do not demonstrate that they meet the minimum qualification requirements will have an opportunity to request a final review. Candidates must request a final review within 5 business days of being notified that they did not meet the minimum qualifications.
In the final review, candidates may clarify information already provided on their application. No additional work history, education, or certifications will be accepted. Any decisions made during this review process will be final.
For this recruitment, all qualified applicants will be invited to take an online multiple-choice test. You’ll have 7 days to complete the test once the link is sent to your email. This is tentatively planned to launch during the week of April 15, 2024.
For some recruitments, more than one type of assessment may be used. Depending on the number of candidates who pass the first assessment (multiple-choice test, structured interview, writing exercise, performance exam) you may be asked to complete a secondary assessment before the recruitment is finalized. If a secondary assessment is scheduled, you will be notified by email with specific details. If a secondary assessment is not scheduled, department hiring interviews will occur during this time frame.
Candidates who pass each stage in the process will be placed on an eligible list. Some candidates may receive extra points, for example, if you are a Veteran with an honorable discharge, or if you are a current City of Oakland resident. If you’re applying to a “restricted” posting and you are eligible as a current City employee, you may also receive additional points for your City service. Extra points are only applied to passing scores, so if you do not pass every element of the testing process, you cannot use extra points to pass.
The City of Oakland reserves the right to modify the selection process and date of examination as necessary to conform to administrative or business necessity. The information contained in this announcement is subject to change and does not constitute either an expressed or implied contract.
What’s in it for you?

• 
  Work/Life Balance: 37.5 hour work weeks, and a flexible/hybrid remote schedule at some departments after a successful training period.
• 15 paid holidays
• Vacation: 2 weeks per year minimum with the ability to accrue more depending on public sector years of service
• Retirement: CalPERS (California Public Employees’ Retirement System) with a pension formula of 2.5% @ 55 (for Classic CalPERS members) and 2% @ 62 for new CalPERS members. Classic Employees contribute 8% of pre-tax wages. The City of Oakland does not participate in Social Security
• Health: The City of Oakland pays the full cost of employee and eligible dependent coverage at the Kaiser rate. Other plans include Anthem, Blue Shield, United Health Care, and other HMO and PPO plans
• Dental: Delta Dental full premium for employees and eligible dependents
• Vision: VSP full premium for employees and eligible dependents
• Sick leave: Employees accrue 12 days per year
• Deferred Compensation: 457(b) pre-tax plan and an after-tax ROTH 401(k)plan
• Other benefits include a Flexible Spending Account, Wellness Program, Employee Assistance Program, Tuition Reimbursement, Life Insurance up to $200k & Employee Training.