Administrative Services Coordinator - AMP

City of Alameda; Alameda (CA); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Four-day, 36-hour work week

CalPERS Retirement: Classic Members: 2

Medical: Comprehensive health coverage

Dental: Comprehensive dental coverage

Vacation: 75 hours annually

Management Incentive Leave: 27 hours

Holidays: 11 City Holidays

Floating Holidays: 4 days

Sick Leave: 90 hours annually

Deferred Compensation: 457(b) matching

Job summary

The City of Alameda is seeking an Administrative Services Coordinator to support AMP's Engineering & Operations Division. The position provides administrative and operational coordination for programs, projects, and day-to-day needs of the Operations team, working closely with field staff in a fast-paced environment.

This in-person role emphasizes organization, data handling, reporting, and collaboration with various departments; strong communication and analytical skills are essential for

Qualifications

• Graduation from high school supplemented by college coursework in public or business administration.
• Two years of responsible administrative or supervisory clerical experience.
• Knowledge of modern public administration including budget, finance, statistics, research and analysis.
• Ability to perform both routine and complex administrative tasks, with speed, accuracy, and use of office equipment.

Responsibilities

• Assists in administration of specific work units, programs, projects and assignments; conducts organizational, administrative and fiscal studies and makes recommendations.
• Researches, surveys, collects, compiles, tracks information and data to report on operational and administrative problems.
• Prepares and maintains accurate records; maintains databases and filing systems; prepares reports and correspondence.
• Performs workflow and space utilization studies; revises forms and procedures; develops methods for continuous improvement and use of technology.
• May assist in preparing applications for monetary grants and handling grant administration details.
• Performs clerical work including word processing; procures supplies and equipment; conducts unit inventory and control.
• Serves as an administrative point of contact and confers with other departments and the public; explains policies and responds to inquiries; makes presentations.

Skills

Administrative coordination

Supervisory experience

Data analysis

Communication skills

Office equipment

Education

High school diploma + college coursework in public or business administration

Tools

Office software

Job description

About Alameda Municipal Power

In 1887, the City of Alameda paid $20,000 for the installation of 13 streetlights and a 90-kW generating station to power them. And with that, the oldest public electric utility west of the Mississippi was created.Today, the City of Alameda is still in the power business and still a trendsetter. Now known as Alameda Municipal Power (AMP), we have maintained local control for more than a century, allowing us to reinvest in our community and provide value to Alameda residents and businesses.AMP provides safe, reliable power at lower rates without sacrificing service. We are committed to investing in new and improved ways of doing business to manage costs, enhance service, support our community, and improve the environment.

While much has changed since 1887, one thing remains constant: our commitment to delivering safe and reliable electrical service to the residents and businesses of Alameda.

About the Division

This is a dynamic time for electric utilities, and AMP's Engineering & Operations Division plays a key role in the design, construction, maintenance and operation of the transmission and distribution system.

The Operations team includes Line, Substations, Metering, and System Control. These groups work closely together and interface with other areas of the organization to support safe and reliable electric service every day.

As part of Engineering & Operations, you will work alongside employees who directly support the electric system and have an opportunity to contribute to the utility’s goals and continued success.

About the Position

The Administrative Services Coordinator plays an important role in supporting AMP's Engineering & Operations Division. The position provides administrative and operational coordination to support AMP programs, administrative activities, special projects, and the day‑to‑day needs of the Operations team.

This is a fully in‑person position that works closely with field and operations staff.

In this role, you'll serve as a key point of coordination among utility crew members, supervisors, engineering staff, and other areas of AMP. You'll help keep day‑to‑day operations organized and moving forward in a busy, fast‑paced environment where priorities can change quickly and multiple requests may require attention at the same time.

BENEFITS OF EMPLOYMENT

For a comprehensive list of benefits, see the Benefit Matrix here

• Four-day, 36‑hour work week (typically Monday through Thursday)
• CalPERS Retirement: Classic Members: 2% at 55 formula, 8.868% contribution; New Members 2% @ 62 formula, 8.25% contribution.
• Medical: The City contracts with CalPERS to provide comprehensive health coverage to employees. Multiple HMO and PPO plans available, with a generous City contribution towards medical premiums.
• Dental: Comprehensive dental coverage provided to employees and their eligible dependents.
• Vacation: Starting with 75 hours annually and increasing with years of service.
• Management Incentive Leave: 27 hours of management leave per fiscal year.
• Holidays: 11 City Holidays
• Floating Holidays: 4 days
• Sick Leave: 90 hours annually; unused sick leave is converted to service credit at retirement.
• Deferred Compensation: Up to 1% 457(b) matching City contribution after 1 year of continuous service.

Positions allocated to this class perform basic administrative and budgetary research and analyses and provide recommendations. They are expected to perform routine analytical work requiring a basic knowledge of administrative principles and analytical practices. Work in the class is distinguished from that of higher classes in that it is routine. Initially supervision and training are given in detail and as the incumbent becomes more capable, works with a higher degree of independence. Work in the class is distinguished from that of technical, administrative support, and clerical classes in that it requires strong administrative and analytical skills.

1. Assists in the administration of specific work units, programs, projects and/or assignments; conducts organizational, administrative and fiscal studies and makes appropriate recommendations.
2. Researches, surveys, collects, compiles, tracks and reviews information and technical data in order to report and advise on the resolution of operational and administrative problems.
3. Prepares and maintains accurate records; maintains various databases, records and filing systems; prepares clear and concise reports and correspondence.
4. Performs work flow and space needs and utilization studies, revises forms, records, systems and procedures; analyzes and develops work procedures such as work simplification, methods for continuous improvement, and maximized use of technology and computer applications.
5. May assist in preparation of applications for monetary grants and the handling of details of grant administration including contracts with federal, state, and local agencies.
6. Performs statistical and clerical work including word processing and document production; procure supplies and equipment; conducts unit inventory and control.
7. Serves as an administrative point of contact and provides information to and confers with other departments, public officials, consultants and citizens; explains City policies, procedures, projects, and programs and responds to stakeholder and customer inquiries; makes presentations on assigned projects and programs.
8. May assist in budget preparation and administration.
9. May administer various staff functions of the department.
10. May supervise, train and evaluate assigned staff.

Education/Experience

Any combination equivalent to education and experience likely to provide the required knowledge and abilities. A typical way to obtain the knowledge and abilities would be:

Education

Graduation from high school supplemented by college coursework in public or business administration.

Experience

Two years of responsible administrative or supervisory clerical experience.

Knowledge

Knowledge of the general principles of modern public administration including budget and finance, business statistics, research and analysis, management and administrative methods, human resources administration, procurement and general staff work and reporting.

Ability

Ability to perform both complex and routine administrative and clerical work with speed and accuracy; effectively operate a variety of modern office equipment including computers, specialized applications, and office and business software to prepare and produce work documents and spreadsheets; research and compile information to perform and present data analysis; use initiative and exercise independent judgment; interpret and apply established AMP and City policies, procedures and codes; establish and maintain accurate records; plan, administer and evaluate work programs; interpret and analyze information; draw valid conclusions and project consequences of decisions and recommendations; prepare studies and reports; set priorities, meet deadlines and make sound decisions; establish and maintain accurate records; communicate effectively; establish and maintain effective working relationships with employees and the general public and supervise, train and evaluate assigned staff.

SELECTION PROCESS

It is important that both the application on and questionnaire are completed thoroughly and accurately. The examination process may test for, but is not limited to, the essential knowledge and abilities listed in the job specification and announcement and will be designed to provide a comprehensive review of each candidate's technical knowledge and overall suitability for the position. Qualified applicants will be notified of the exact date, time, and location of examinations approximately two weeks in advance. Candidates passing all components of the examination process will be placed on an Eligible List. A list of names is certified to the department(s) having vacancies based on the type of examination conducted pursuant to the provision of the City's Civil Service Rules. Final selection will be made from the Eligible List by the Department Head subject to approval by the City Manager. Placement on an Eligible List does not guarantee employment. Prior to appointment a thorough reference check will be conducted which may include a credit check and background. The selection process may be evaluated and revised based on the number of qualified applicants. Federal law requires that prior to employment, you must furnish proof of your identity and eligibility for employment in the United States, as required by U.S. Citizenship and Immigration Services.

E-VERIFY

The City of Alameda utilizes the Federal government's E-Verify program and new employees must provide documentation to establish both identity and work authorization, which includes showing a valid United States Social Security card at the time of hire (photocopies not accepted).

VETERAN'S PREFERENCE CREDIT

A job applicant qualifies as a veteran if honorably discharged from active military, reservist, or National Guard duty of at least 18 consecutive months within the past five (5) years of the date of application. In case of discharge attributable to service‑connected injuries or illnesses, the 18 months active duty requirement need not be fulfilled. An applicant claiming veteran's preference credit must attach to their application, a legible copy of their DD‑214 verifying the type of discharge and date(s) of active service. NO OTHER DOCUMENTATION WILL BE ACCEPTED.

AN EQUAL OPPORTUNITY EMPLOYER

The In compliance with local, state and federal laws and regulations, the City of Alameda will employ and promote qualified individuals without regard to disability. The City is committed to making reasonable accommodations in the examination process and in the work environment. Individuals requesting reasonable accommodations in the examination process must do so no later than the final filing date for receipt of applications, otherwise it may not be possible to arrange accommodations for the selection process. Such requests should be addressed to the Human Resources Department | 1-510-747-4900 | [e-mail] | 2263 Santa Clara Avenue, Rm. 290, Alameda, 94501. Requests can be made via email, phone, or in writing via U.S. mail.

The information contained herein is subject to change and does not constitute either an expressed or implied contract.