Management Assistant

Salary : $73,406.04 - $98,370.36 Annually
Location : CA 95020, CA
Job Type: Full-time
Job Number: FY 23/24 -00025
Department: City Administration
Division: City Clerk's Office
Opening Date: 12/20/2023
Closing Date: 1/7/2024 11:59 PM Pacific
MANAGEMENT ASSISTANT

• City Administration/City Clerk's Office
• Community Development
• Facilities & Fleet

Salary Range: $6,117.17- $8,197.53 Monthly Plus Excellent Benefits
3% Increase Scheduled for 7/1/2024
Opportunity to work a 9/80 schedule with every other Friday off
The City of Gilroy is an equal opportunity employer and supports workforce diversity, equity, inclusion, and belonging. Join our team!
ABOUT THE POSITION
The City of Gilroy is currently recruiting for three (3) full-time Management Assistants to support City Administration/City Clerk Office, Community Development, and Facilities & Fleet. In this challenging role, the Management Assistant will operate under the direct supervision of an assigned manager/supervisor, offering extensive administrative support to the team. We're seeking an individual with exceptional organizational skills, acute attention to detail, and a knack for efficiency. The ideal candidate should be self-motivated, proactive, dedicated to delivering high-quality results, and capable of thriving in a fast-paced team environment. A friendly and approachable demeanor, coupled with excellent customer service skills, is crucial for success in this position.
This recruitment could lead to the fulfillment of other Management Assistant positions across various Departments and Divisions within the next 12 months.
ABOUT THE DEPARTMENTS
The City Administration/City Clerk's office team is an exceptional group that highly values collaboration and problem-solving. With their wealth of experience and expertise, they work together to strategically plan, implement, and discuss new programs. By working closely with the City Council, they provide inspiring leadership to the entire City government organization. Their focus is on developing and implementing policies that enhance the quality of life for the people of Gilroy, while also overseeing the implementation of Council policies and managing various programs, services, and projects.
The Community Development team is an amazing group of individuals with a strong passion for making a positive impact on Gilroy! They are committed to delivering exceptional planning and building services that meet the needs of the community both now and in the future. Their efforts to enhance the livability of residential neighborhoods, commercial areas, and industrial zones while promoting sustainable development are truly admirable. They work together seamlessly across diverse areas such as Planning, Building, Fire Prevention, Code Enforcement, and Housing.
Our Facilities & Fleet team is an inspiration to us all. They tirelessly work behind the scenes to ensure the safety and functionality of all City buildings and all types of vehicles and equipment. They collaborate effectively, perform preventative maintenance with dedication, and always go the extra mile to successfully complete service requests, even in the most challenging situations.
WHY THIS IS A GREAT JOB AND PLACE TO WORK
This is an exciting opportunity for individuals who are eager to kick-start their professional journey. In this entry-level professional position, you will have the freedom to work independently and as part of a team, utilizing your exceptional analytical and administrative abilities. The role requires a deep understanding of various theories, concepts, techniques, policies, and procedures, providing you with a breadth of knowledge. Under the guidance of a Manager, Senior Analyst, Executive Manager, or Department Manager, you will perform administrative and research work. This is a great opportunity to take a step forward in your career, join our team today!
THE IDEAL CANDIDATE WILL

• Have experience working in a public sector office setting.
• Have excellent customer skills to ensure a welcoming environment for both the residents of Gilroy and internal customers.
• Demonstrate dedication, be self-motivated, and have a work style that supports teamwork, collaboration and positive relationships that will complement the City of Gilroy environment and customer service goals.
• Successfully manage projects from initiation to closure, ensuring they are completed on time and within requirements.
• Have a positive "can-do" attitude with a friendly and approachable demeanor when interacting with others at work.
• Possess great organizational and prioritization skills and be detailed oriented with excellent time-management skills.
• Proficient in computer applications, showcasing advanced skills in spreadsheet, database, word processing, and presentation software.
• Have stellar written and verbal communication skills.
• Be flexible and adaptable to changing priorities and interruptions throughout the workday.
• Excel in a fast-paced, demanding work environment and able to take on new tasks with minimal training.
• Have a solid track record of being reliable and dependable - at work and on time each day.
• Be energetic and excited to perform assigned work and open to accepting new challenges.
• Excel at researching contract services and supply needs, developing contract terms and draft requests for proposals, and securing bids for contract administration.
• Make a commitment to the Management Assistant position and department for at least three years given the training and orientation involved with this position.

1. Data collection and collation: Conduct research and gather data related to financial, operational, programmatic, legislative, performance and any other matter assigned. This data may be qualitative or quantitative, including statistical data. Collate data into forms useful for analysis. May preform basic analysis on data.
2. Contract administration: research contract services and supply needs; may develop contract terms, draft requests for proposals, and secure bids.
3. Confer with members of the public to explain procedures and policies pertaining to City/departmental/division activities.
4. Interact and communicate with a variety of groups and individuals, including line staff, division managers, department heads, City Council members, the public and professional peers.
5. Manage calendars for select executive and/or manager position(s).
6. Maintain knowledge of public administration and organization principles and practices, applicable ordinances, laws and regulations.
7. Establish, administer and maintain a variety of files (sometimes confidential), official records and programs.
8. Type letters, reports and other documents; proofread and compare records and reports; provide clerical support for department managers and supervisors.
9. Process and direct incoming and outgoing mail.
10. Establish and maintain a variety of mailing lists.
11. May design, prepare and assemble a variety of forms, folders, agendas, packets, brochures, fliers and announcements and arrange for distribution.
12. Greet the public and provide assistance using proper customer service procedures.
13. Answer telephone, provide information in response to inquiries, directing calls as needed in a courteous and professional business manner. Make outgoing calls as necessary, including, but not limited to returning calls, requesting information, and performing telephone surveys.
14. May pick up and/or deliver documents to other offices/agencies.
15. Operate a wide variety of common office machines including telephone, Multi-Function Machine, calculator or adding machine, postage meter and scale, copier, word processor/personal computer, laser jet printer, fax machine, microfiche reader/printer, optical character reader, lettering machine, blueprint machine, dictation/transcription equipment, and binding machine. May operate two-way radio and associated equipment.
16. May utilize specialized software programs.
17. May be required to attend California Notary Public certification training, attain California Notary Public certification, and perform Notary Public duties in support of all city departments.
18. Participate in training and enrichment programs, may train others.
19. May attend meetings as directed and may record and transcribe summary minutes. May forward pertinent information to Department staff.
20. May be required to attend evening meetings and/or work occasional evenings or Saturdays, or prepare commission/board/committee agendas following proper formal meeting procedures.
21. May make necessary arrangements for meetings.
22. Perform other related duties as required.

QUALIFICATIONS

• Any combination of education and experience equivalent (equivalency determined at the sole discretion of the City of Gilroy) to a Bachelor's degree from an accredited college or university with major course work in Public Administration, Political Science, Business Administration, Statistics, Economics, or a closely related field and some prior related local government work experience such as an internship or fellowship is qualifying. One and a half years of directly related work experience may substitute for one year (30 semester units) of college education.
• Strong experience in utilization of computers including word-processing, spreadsheet, database, presentation (PowerPoint) and e-mail communication applications.
• Possess and maintain a valid California Driver License and a safe driving record necessary to operate assigned vehicle(s).
• If not already possessed, may be required to obtain and maintain Commission as a Notary Public from the State of California.
• Willingness to continue education and training by learning new skills as changes occur.
• Pass an employment background check to include a Department of Justice criminal record check.
• May be required to pass a post-offer medical examination, which includes a drug test.
• Prefer non-tobacco user.
• Bilingual (Spanish/English) desired, but not required.

APPLICATION PROCESS
If you are interested in pursuing this exciting career opportunity, please attach and submit the following required items with your NEOGOV application:

• A completed City of Gilroy online application including supplemental responses.
• A list of three (3) professional references.
• A cover letter explaining your interest in the position with the City of Gilroy is preferred.
• A detailed resume that highlights your related skills and experience is preferred.

City Application Form - Candidates must complete the NEOGOV City of Gilroy application form for this position and submit online. Please prepare attachments prior to completion of the NEOGOV application as incomplete applications will not be accepted.
Apply Online: Go to . You can apply online by clicking on the job title you are interested in and clicking on the "Apply" link. After viewing the Job Description, click the 'Apply' tab. If this is the first time you are applying using our online job application, you will need to create an account and select a Username and Password. After your account has been established, you can import your resume from LinkedIn, upload it from a saved document on your computer, or manually enter your personal information. This application will be saved and used to apply for future job openings.
Recruitment Schedule - Key Dates*

• Application Closing Date: January 7, 2024
• First Round Oral Board: January 25, 2024
• Final Interview: TBD

(*Note: The examination process/schedule may be changed as needed by the City.)
Only complete application packets will be reviewed. Only the most qualified applicants with the most relevant experience and education will be invited to continue in the selection process. In addition, final candidates for the position are required to pass an employment background check, State of California Department of Justice criminal records check, medical evaluation, and drug screen, given at the City's expense, prior to appointment. If special accommodations are necessary at any stage of the selection process, please contact the Human Resources Department right away 408-846-0228.
Attention: Communication regarding your status in this recruitment process will be conducted via e-mail. Be sure to include an e-mail address on the employment application. Applicants are responsible for notifying Human Resources of any changes to an e-mail address and/or other contact information.
THE CITY OF GILROY IS AN EQUAL OPPORTUNITY EMPLOYER
AND SUPPORTS WORKFORCE DIVERSITY.
COMPENSATION, BENEFITS, AND ADDITIONAL INFORMATIO...