Management Assistant
Management Assistant
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Job Alert
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$ 73122 - 90251
1 Vacancy
Job Description
Job Summary
Who We Are
The City of Beverly Hills has a longstanding reputation for providing superior customer service to residents businesses and visitors. This characteristic combined with outstanding staff in all departments has been a hallmark of success for this highperformance organization. The municipal government (approximately 1000 fulltime and parttime employees) provides the highest quality safety services recreational activities municipal services and physical environment.
What We Do
The Community Development Department guides the planning development and preservation of the City of Beverly Hills. The department is composed of six divisions (Administration Community Preservation Community Filming and Event Permits Development Services Planning and Rent Stabilization) and provides staff support to three commissions (Architectural and Design Review Cultural Heritage and Planning). Community Development is responsible for the review and processing of all private development projects to ensure compliance with the General Plan Zoning Ordinance and Building Code including planning entitlements zoning and plan review permits and inspections. The department preserves the communitys character and high quality of life through the code enforcement and historic preservation programs and administration of the Rent Stabilization Ordinance.
Who Were Looking For:
The Community Development Department is seeking a Management Assistant that excels in time management possesses strong communication skills and thrives in a fastpaced collaborative environment. This position is located in the Administration Division and provides administrative support to multiple department programs and the departments three commissions. This role offers a unique blend of responsibilities from supporting commission meetings to performing administrative and secretarial duties. The Management Assistant incumbent is expected to have the ability to handle confidential documentation and communications with appointed officials with discretion and professionalism. If you thrive in a fastpaced environment possess excellent communication skills and are adept at managing multiple priorities with a keen attention to detail we invite you to apply.
Detailed Job Description
Management Assistant Job Description
Selection Process:Candidates must meet the minimum qualificationsasoutlinedin thejob bulletinat the time of submissionunless specified otherwise.
When an application is being reviewedonly informationincluded in theEducation WorkExperience Certificates and Licenses and Skillssections of the application will be consideredtodeterminewhether an applicant meets the minimum qualifications.
Rsumsand cover letters are notreviewed orconsidered when screening for minimum qualifications.
Rsums and cover letters are not accepted in lieu ofa complete job application.
Required supplemental attachmentsi.e.diplomasdegreescertificationsor transcripts etc.must be included as part of the original applicationand may not be emailed separately unless explicitlystatedotherwiseor approved to besubmittedseparately.
Applications must have clearconciseand complete informationregardingtheir qualifications for the position including detailed responses to all supplemental questions if applicable.
Incomplete applicationswill not be considered or reviewed.
If you have problems creating a user account or submitting your onlineapplication please review theonlineapplicantguide or contact NEOGOV applicant support directly at 855.524.5627 (Pleasenote: Applicant Supporthours are Monday through Friday 8am 5pm Pacific Time and depending on call volume may be an automated voicemail system or live support).
Theutilizationof Artificial Intelligence (A.I. during any step in the selection process will be grounds for disqualification.
The selection process may include any combination of the following:- Review of Required Supplemental Questionnaire
- Online Written Examination
- Virtual Interview tentatively scheduled 5/29/2025
This position is represented by the Confidential Association and is covered by the negotiated terms and conditions of that Associations Memorandum of Understanding (MOU) a copy of which is located atEligibilityList
The candidates whopass theselection processwill earn placement on aneligiblelist. The eligibility listmay be used for current and future vacancies in the job classification as defined bythe durationofthe listat the time the list isestablished. The eligible list established for thisrecruitment may also be used to fill a lowerlevel position.
Conviction HistoryAs a finalist for a job youwill be contacted to schedule a fingerprintingappointmentand your fingerprints will be sent to the California Department of Justice(DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used todeterminewhether the nature of your conviction (or arrest in limited circumstances) conflicts with the specific duties andresponsibilities of the job for which you are a finalist. Having a conviction history does not automaticallyprecludeyou froma job with theCity.
The City of Beverly Hillswill consider qualified applicants with a criminal historypursuant tothe California Fair Chance Act. You do not need todiscloseyour criminal history orparticipatein a background check until a conditional job offer is made to you. After making a conditional offerand running a background check ifthe City of Beverly Hillsis concerned about conviction that isdirectly relatedto the job you will be given the chance to explain the circumstances surrounding the conviction provide mitigating evidence or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting .
EEO Statement
The City of Beverly Hillsis an equal opportunity employerandiscommitted to providing an inclusive and accessible work environmentwithout regard to race color ethnicity religion national origin age sex sexual orientation gender identity marital status ancestry disability genetic information veteran statusdrivers license statusor any other status protected under federal state and/or local law.If you require a reasonable accommodation toassistwith the applicationexaminationor interview process please contact our Human Resources department at.Please note that this request must be made at leastthree businessdaysprior to any test or interview in the selection process.
The City of Beverly Hills is compliant with SB1100whichamends Californias Fair Employment and Housing Act (FEHA) prohibitingemployers from requiring a drivers license incertainjob postings.
Disaster Service WorkersAll City of Beverly Hills employees are designated Disaster Service Workers through state and local law (California Government Code Section. Employment with the City requires the affirmation of a loyalty oath to this effect. Employeesare required tocomplete all Disaster Service Workerrelated training as assigned and to return to work as orderedin the event ofan emergency.
NOTE:The provisions of this announcementdo not constitutean expressed or impliedcontractand any provisions contained in this announcement may bemodifiedor revoked without notice.
Major Duties
To perform responsible administrative and secretarial duties in support of a division; to provide administrative support for assigned projects or programs for a division; to provide information and respond to questions from the public; and to provide administrative support to an assigned supervisor.
EXAMPLES OF ESSENTIAL DUTIES Duties may include but are not limited to the following:
Perform a wide variety of responsible secretarial and administrative duties as required by daily operations for a division; may provide administrative assistance in support of a board or commission as assigned.
Greet and assist individuals; provide information; receive and screen telephone calls including complaints; provide assistance using judgment as to calls requiring priority attention or referral to others.
Prepare process organize and distribute a variety of documents memos agendas minutes reports and records; conduct research and collect information; review edit proofread miscellaneous reports and documents; enter and track data; maintain hard copy and electronic files and records as needed.
Plan schedule coordinate division trainings meetings and conference calls and other activities; make travel arrangements; reserve meeting rooms provide follow up to assignments including status reports and updates as needed.
Maintain schedules calendars and manuals; implement assigned projects; maintain inventory special equipment and office supplies; prepare and process purchase orders accounts payables and division invoices for payments; monitor expenses; review and process travel and reimbursement requests; monitor consultant and vendor contracts and insurance certificates and related tasks as assigned.
Process and maintain files for confidential hiring documentation Personnel Action Forms (PAFs) evaluations training and safety records certifications division timecards and other related records and documents.
Receive review distribute and evaluate incoming correspondence; identify items requiring priority attention; respond to letters general correspondence and social media of a routine nature as assigned.
Assist new or existing staff in learning departmental practices and protocols office methods and procedures and computer software and systems.
Build and maintain positive working relationships with coworkers other City employees and the public using principles of good customer service.
Foster an environment that embraces diversity integrity trust and respect.
Be an integral team player which involves flexibility cooperation and communication.
Perform related duties as assigned.Minimum Qualifications
Experience and Training
Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
Experience:
Two years of responsible administrative support and secretarial experience similar to an Administrative Assistant with the City of Beverly Hills.
Training:
Equivalent to the completion of the twelfth grade.Knowledge Skills & Abilities
Knowledge of:
Organization procedures and operating details of a City division.
Principles and practices of routine analytical research and recordkeeping.
Principles and practices of inventory maintenance and contract and expense processing procedures.
Methods and procedures for English usage spelling grammar and punctuation and business letter and report writing.
Standard office practices methods and procedures; use of computer equipment and relevant software.
Excellent communication and customer service skills.
Pertinent City functions policies rules and regulations related to assigned functions.
Ability to:
Perform a wide variety of responsible secretarial and administrative duties as required by daily operations of a City division.
Intermittently review and evaluate documents related to department operations; observe identify and problem solve office operations and procedures; understand interpret and explain department policies and procedures; explain operations and problem solve issues for the public and with staff.
Prioritize organize schedule and coordinate tasks and events and handle confidential information with discretion; manage multiple priorities.
Research prepare process distribute and maintain a variety of documents reports records and correspondence.
Understand organize index enter electronically and reference administrative information and records.
Purchase supplies and monitor expenditures.
Use sound judgment in recognizing scope of authority.
Operate and use standard office equipment including computers and applicable software.
Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities.
Utilize appropriate safety procedures and practices for assigned duties.
Establish and maintain effective working relationships with those contacted in the course of work.
Work with various cultural and ethnic groups in a tactful and effective manner.
Communicate clearly and concisely both orally and in writing.
Employment Type
Full-Time
