Administrative Coordinator

City of Gardena; Gardena (CA); On-site; USD 60,000 - 85,000; Full time

Job summary

City of Gardena is seeking a skilled administrative professional to support department projects and programs. The role requires managing budgets, personnel records, benefits, and leave, while ensuring clear information flow between city teams and the public.

Responsibilities include coordinating meetings, preparing reports and presentations, supervising clerical staff, handling public records requests, and maintaining confidential records with discretion.

Qualifications

• Bachelor's degree or higher with 2 years progressively responsible experience in administrative support, budgeting, or related analyses.
• Experience providing complex clerical and technical support to a department head is desirable.
• Bilingual in Spanish is desired.

Responsibilities

• Manage mail, phone calls, and visitors; route to staff and follow up.
• Schedule meetings, travel, events, and maintain calendars.
• Prepare letters, staff reports, analytical reports, agendas, minutes, and presentations.
• Supervise clerical staff and coordinate workflow and training.
• Respond to public records requests and maintain confidential records.

Skills

Office administration

Customer service

Budget administration

Public records requests

Supervisory skills

Education

Bachelor's Degree plus 2 years admin experience

Tools

Microsoft Office

Database applications

Accounts payable software

Job description

Under general direction, performs a wide variety of complex administrative, analytical, and technical duties in connection with the day-to-day administration and operation of department projects and programs. This position requires experience and the necessary skills to oversee and manage special projects, administer budgets and personnel records (coordinating employee benefits and leave, insurance, worker’s compensation) technical research and provide support and assistance to staff as assigned. Ensures proper information flow and communications between the department, other city departments, and the public. Also, responsible for coordinating arrangements for meetings and functions; assumes and performs related duties as required.

Examples of Duties

Essential Duties

• Manage mail, phone calls, and visitors ascertaining urgency of issues, addressing those issues, and/or routing to the appropriate Department staff member for proper response and follow-up.
• Schedule and coordinate appointments, conferences, meetings, training, special events, maintain appointment calendar and make travel arrangements.
• Track a variety of matters referred by the public, staff, City Manager, and City Council and ensure that responses and deadlines are met.
• Responsible for creating and formatting a variety of written work products, including letters, staff reports, analytical reports, requests for proposals, agreements, ordinances, resolutions, memorandums, summaries, presentations, and other reports.
• Edit, proofread, and correct written materials to ensure correct format, spelling, punctuation, syntax, and grammar.
• Compose and maintain confidential correspondence.
• Attend meetings as assigned and prepare corresponding minutes by specific deadlines provided.
• Provide supervision and lead direction to clerical staff including organizing and assigning work, and training.
• Monitors and controls specific operations; participate in the coordination and planning of department events.
• Assist in the response to public records requests, public inquiries, and internal requests for information.
• Ensure staff is providing excellent customer service to the public at the front counter and via telephone and ensure that the customer is assisted in a timely and courteous manner. Contacts individuals and/or agencies to resolve problems, obtain information, and gather data.
• Update or create forms, pamphlets, or checklists to assist applicants, the public, and staff.
• Process, maintain and monitor the department agreements, budget, purchase orders, credit card expenses, membership renewals, and ensure that invoices are processed timely.
• Make purchases and maintain Department supply inventory. Maintain all department files and records as required in an organized and useful manner including scanning of current and past documents for records management. Responsible for accounts payable functions, as assigned.
• Conducts surveys and special studies of programs and prepares reports recommending alternative courses of action for policy approval
• Work with and maintain various confidential records including personnel records, correspondence, and information, and be responsible for protecting and maintaining the confidentiality of this information.
• Prepare comprehensive reports, assist in compiling information required for annual budget requests, and recommend expenditure requests for designated accounts.
• Prepare purchase requisitions and process accordingly.
• Review, code and ensure the accuracy of all invoices submitted for payment per the City's accounts payable procedures.
• Review Department timesheets and ensure proper data entry into the system accordingly. May provide clerical assistance to staff involved in departmental hiring activities.
• Respond to e-mails, open and evaluate mail, set, prepare for meetings and assist with other support as assigned.
• May develop scopes of work, Request for Proposals, Request Quotes for professional services; coordinate with other departments regarding appropriate process and procedures; and obtains and secures appropriate permits and governing board approvals for projects.
• Plans, schedules, and coordinates the progress and execution of plans, projects, and activities initiated by the Director or their designee, which may include providing assistance to other departments.
• Performs routine and complex clerical and technical work and confidential support duties for a Department Head and other executive management.
• Schedules and arranges appointments, meetings, and travel plans for Department Head and other staff members. Assists Department Head with various time management issues.
• Attends department staff meetings and arranges, sets up, and attends other meetings, as required. Prepares agendas, minutes, packets and presentations for meetings.
• Assist in managing the day-to-day office operations.
• Assist in filing, scanning, copying, and office organization as necessary.
• Makes recommendations to Department Head regarding office administration.
• Perform related duties as assigned.

Organizational Responsibilities

This position reports directly to the Department Head, or their designee and is generally responsible for specialized, complex administrative duties including budget administration, personnel matters, project management, and the coordination of major ongoing activities or programs.

Positions may also be assigned supervisory responsibilities over designated departmental tasks or divisions and supervise staff in those divisions.

Typical Qualifications

Education and Experience

Bachelor's Degree PLUS two (2) years progressively responsible experience in administrative, program outcome, budget, finance and/or analyses, research and statistical procedures, program administration including budgetary control; or a minimum of six (6) years combined advanced education, training and progressively responsible work experience in administrative support experience related to duties listed above; Recent experience providing complex clerical and technical support to a Department Head or Division Head is desirable. Experience in making travel arrangements and event planning is particularly desirable. A high level of professionalism and confidentiality is required. Bilingual in Spanish is desired.

Knowledge And Abilities

• Office support practices; customer service techniques; safety procedures and practices; time management; conflict resolution; communications and public relations practices.
• Supervisory techniques; leadership techniques; work organization planning methods.
• Telephone etiquette and principles of effective public relations.
• General methods of budget preparation and financial record keeping.
• Modern office equipment and software applications including Microsoft Office and database applications.
• Advanced principles and methods of businesses correspondence and report preparation.
• Organization, procedures, and operating details of the department, division, or office to which assigned.
• English usage, spelling, grammar, syntax, and punctuation.
• Principals of supervision, training, and performance evaluation.
• Act independently and resourcefully in meeting new problems to compose letters, resolutions, testimonials, reports, and other written materials using initiative and judgment without supervision.
• Handle public complaints tactfully.

Skills

Minimum typing skill of 50 NWPM (net words per minute). Strong Microsoft Office, Word, Excel, PowerPoint, and financial and resource management tools. Bilingual ability is desirable. Reading, writing, and communicating at an appropriate level.

Candidates must provide the City with a current typing certificate (acquired within the last 6 months) indicating a typing speed of at least 50 net words per minute (nwpm). Typing certificate must be proctored.

Physical Demands and Working Conditions

Work is performed in a busy office environment with frequent interruptions. Office work requires sitting for prolonged periods of time and using a computer keyboard and screen. Physical demands include talking, listening, standing, kneeling, bending, twisting, reaching, and grasping in the performance of duties. Fieldwork requires driving, sitting, standing, and walking.

Licenses and Certifications

Must possess a valid Class C California Driver's License and must be maintained throughout the course of employment. City employees are registered with the Department of Motor Vehicles, Employee Pull Notice Program.

Special Conditions

Statement of Economic Interest required.

Must be able to pass a job-related medical examination that includes drug and alcohol testing.

Employment is subject to background checks and verifications.

Other conditions may apply depending on department assignment.

Supplemental Information

Testing Process

• Minimum Qualification Screening - Pass/Fail
• Supplemental Questions - Pass/Fail
• Project - 30% of total score
• Oral Interview - 70% of total score

Testing process is subject to change. Candidates must pass all examinations to be placed on the eligible list. Possession of minimum qualifications does not guarantee an invitation to the next step in the selection process. All candidate materials will be carefully evaluated and only those considered best qualified will be invited to the next step in the selection process.

Benefits and Perks

• Vacation: 8 hours per month and increasing with years of service.
• Holidays: 13 fixed holidays per year plus additional 20 hours of floating holiday per calendar year.
• Sick Leave: Ten (10) hours per month, with option to convert sick leave to cash after five (5) years of service, subject to terms and conditions.
• Retirement: The City offers the CalPERS 2.0% at 62 pension formula for new CalPERS members hired on or after January 1, 2013, or 2.0% at 55 pension formula for existing CalPERS member with less than a six-month break in service from another CalPERS or CalPERS reciprocal agency.
• Health Insurance: The City will pay the PPO Plan premium for a full-time employee plus one (1) dependent.
• Retiree Medical: Competitive lifetime benefit upon CalPERS retirement required years of City service, subject to other terms and conditions.
• Educational Reimbursement: Up to $3,125 per fiscal year for full-time permanent employees subject to course eligibility requirements.
• Continuous Service Bonus: On each five-year anniversary of continuous satisfactory service to the City as a full-time, permanent employee.
• Bilingual Bonus Pay: The city shall pay each approved full-time employee a Bilingual Bonus of thirty-one dollars ($31.00) per pay period as long as the employee remains eligible for the bonus.
• Life Insurance: The City pays up to a total of $40,000 of insurance coverage for full-time permanent employees.
• Deferred Compensation: Voluntary enrollment, no City match.
• Credit Union: Savings and loan services available through South Bay Credit Union, Kinecta, and F&A Federal Credit Union.