Salary : $59,862.40 - $77,792.00 Annually
Location : Port Hueneme, CA
Job Type: Full Time
Job Number: 2025EGHF
Department: Housing Authority and Facilities Maintenance
Opening Date: 05/13/2025
Closing Date: 5/27/:59 PM Pacific
Definition of Position SUMMARY DESCRIPTION Under direction of assigned supervisory or management staff, performs a wide variety of responsible and complex administrative, secretarial, clerical, and office functions for multiple departmental programs; performs statistical reporting; reconciles and audits financial data for accuracy; provides basic field support and customer service calls off site; sorts, logs, and maintains a variety of files and records; assists citizens and the general public and provides information related to specific areas of assignment; may provide lead supervision and train less experienced personnel; and performs related work as required.
DISTINGUISHING CHARACTERISTICS The Administrative Specialist III is an advanced journey level class within the administrative support series. Positions at this level provide a variety of complex and responsible secretarial and administrative support to multiple departmental programs and may provide lead supervision and training to less experienced personnel. Incumbents relieve assigned staff of detailed administrative work, and are expected to function with very little direct oversight and with a great deal of sensitivity. This class is distinguished from the next lower-level class of Administrative Assistant II by the performance of complex and responsible secretarial and administrative duties in support of multiple departmental programs.
Example of Duties REPRESENTATIVE DUTIES The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
- Performs a wide variety of responsible and complex administrative, technical, and secretarial duties for multiple departmental programs; relieves assigned staff of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems; researches and compiles data for special projects as assigned.
- Leads and trains lower-level staff in their areas of work including administrative methods, procedures, and techniques as assigned.
- Composes, types, updates, and edits correspondence/memorandum, reports, charts/spreadsheets, requisitions, purchase orders, bid documents, proposals, and specifications from draft for multiple departmental programs; assembles plans, specifications, and related documents for distribution.
- Provides field support by meeting with customers at location; provides basic customer service which may require field readings, compiling field data, deliveries, inquiries of damages to City property, and other basic field work.
- Serves as database administrator for assigned functions; creates and maintains complex databases and spreadsheets; creates and maintains training guides for assigned database; provides training for other staff as necessary.
- Coordinates employee training and conference schedules, makes travel and conference arrangements, and ensures appropriate handling of related training and travel expenses for assigned areas of responsibility.
- Prepares, posts, and distributes agendas and other related documents for council-authorized committees or Authorities; attends official meetings; maintains records for public meetings as required; forwards appropriate documents to City Clerk for official files; takes notes for project meetings and updates agenda and topic outlines for weekly meetings.
- Handles invoice reconciliation; maintains and updates various logs and reports related to the areas to which assigned; assists in updating division's policy and procedure manuals to ensure information is kept current.
- Processes mail including receiving, sorting, and distributing incoming and outgoing correspondence.
- Maintains and inputs data for a variety of activities; maintains accurate and up-to-date files and records for assigned areas; develops and monitors various logs, accounts, and files for current and accurate information; develops, organizes, and maintains filing systems.
- Provides information and forms and assists the public in filling out forms; collects, verifies, reviews, and processes materials, applications, records, and reports for completeness and conformance with established regulations and procedures.
- Operates the Department's computerized Maintenance Management Program; inputs data and procedures and work schedules; receives, prints, and distributes work orders and produces various reports.
- May coordinate field and office issues.
- May be responsible for meeting specific billing criteria required by certain contracts by ensuring that all unscheduled work is issued a task order and organized and tracked separately from other sections of the contract under the direction and through the coordination of the division head, the City's Finance department, and the contractor.
- May assist in calculating job estimates for contract bids and assures the proper delivery of materials and services provided for in bids.
- Creates reports indicating monthly delivery orders for assigned areas and contractors; updates order tracking system.
- Communicates with Finance department to ensure that all work is appropriately documented and in compliance with proper reporting requirements; organizes and tracks various project costs ensuring proper documentation is maintained to accurately account for labor and cost for the division; assists with the assembly of information for auditors; reconciles and audits financial data.
- Maintains files, data, accounting spreadsheets, logs, and records as directed and performs other cost tracking functions as directed for assigned areas; monitors expenditures; correctly codes and tracks purchases and packing receipts and submits through appropriate City channels.
- Coordinates with assigned divisions relative to maintaining accurate and proper documentation regarding the daily activities of each division; modifies, updates, and prioritizes work orders as directed; ensures that data entered into the Maintenance Management Program is precise and correct.
- Ensures that all of the assigned division's major equipment information is kept current on a regular basis; ensures that the information is entered, updated and maintained in the Maintenance Management Program as appropriate; produces correspondence and communicates with various equipment manufacturers in order to obtain proper and accurate information regarding the various equipment and facilities found throughout the City.
- Assists other City staff, the general public, and outside groups and agencies by providing information related to specific program areas of assignment; receives office and telephone callers; responds to complaints and requests for information relating to assigned responsibilities; independently resolves customer concerns and complaints; explains programs, policies, and activities.
- Maintains office supplies and inventories; orders supplies as needed.
- Maintains website for assigned areas as necessary.
- Performs related duties as assigned.
Typical Qualifications QUALIFICATIONS The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.
Knowledge of: Operations, services, and activities of assigned program area.
Advanced office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Principles of lead supervision and training.
Routine statistical reporting, audit, and data compilation techniques.
Proper public noticing techniques for posting agendas, taking and transcribing minutes of official meetings, official records maintenance requirements for public agencies.
Methods and techniques of proper phone etiquette.
Customer service techniques, practices, and principles.
Mathematical principles.
Basic business letter writing and basic report preparation techniques.
Principles and procedures of record keeping and filing.
English usage, spelling, grammar and punctuation.
Ability to: Perform a variety of responsible and complex administrative duties involving the use of independent judgment and personal initiative.
Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Understand, interpret, and apply administrative and departmental policies and procedures.
Lead and train lower-level staff.
Deal successfully with the public, in person and over the telephone.
Courteously respond to community issues, concerns, and needs.
Independently prepare correspondences and memoranda.
Research, compile, analyze, and interpret data.
Apply principles of logic or rational systems related to a particular craft or trade.
Exercise the judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties that are often characterized by frequent change . click apply for full job details