Rent Control Agency Office Coordinator/Board Secretary

Salary : $96,504.00 - $119,148.00 Annually

Location : City of Santa Monica, CA

Job Type: Full-Time Regular

Job Number: 246050-01

Department: Rent Control

Division: Administration

Opening Date: 10/07/2024

Closing Date: 10/17/2024 5:30 PM Pacific

Job Summary On-line applications will be accepted by the Human Resources Department on Monday, October 7, 2024 - Thursday, October 17, 2024. Only the first 75 qualified applications received will be accepted for further consideration.

Performs staff support and office management duties in the Rent Control Administrator's office. May be designated Office Coordinator-Administrator or Office Coordinator-Board, but have responsibilities providing back up to both the Rent Control Administrator and Board.

This is a confidential position responsible for providing direct administrative and clerical support for the Rent Control Administrator and Board.
Representative Duties

Screens and responds to phone calls for Rent Control Administrator and Board.

Schedules and arranges appointments, meetings, receptions with staff members, citizen groups, and Rent Control Board members.

Maintains calendar of business appointments for Rent Control Administrator and/or Board.

Reviews, sorts, and directs mail to proper administrative staff and/or Rent Control Board and responds to routine correspondence.

Types and transcribes correspondence, reports, and other material for Rent Control Board and/or Administrator.

Receives and responds to complaints and requests for information from City employees and the public.

Acts as liaison between Rent Control Board and staff, community, and other City departments regarding correspondence and telephone communications.

Contacts individuals and/or agencies to resolve problems; obtains confidential or sensitive information; and gathers data and prepares reports.

Responsible for accurate compilation of Rent Control Board Agenda.

Attends and tapes Rent Control Board meetings and takes and prepares minutes.

Attends negotiating sessions with bargaining units; attends and tapes arbitration sessions, and takes notes as required.

Develops and maintains filing systems and othe methods of record keeping.

Oversees production of all agency records requests.

Initiates ordering of office supplies which may require special justification or approval.

Disburses petty cash; reconciles and itemizes disbursements for reimbursement from the Finance Department.

Processes invoices and warrant requests and maintains files.

Maintains and processes payroll and personnel documents and files.

May represent supervisor at meetings, sign supervisor's name on documents, respond to emergency calls, relay information and deliver materials to Rent Control Board members.

Performs related duties as assigned.
Requirements Knowledge, Abilities and Skills

Knowledge of:
Basics of public administration.
Report writing techniques.
Public relations practices and procedure.
Contemporary office procedures, practices and equipment.
Business English, spelling and punctuation.
Arithmetic and basic book-keeping procedures.
Record keeping principles and procedures.

Ability to:
Communicate effectively both orally and in writing.
Analyze and assist in finding solutions to administrative problems.
Act as a resource to supervisor, staff and department personnel.
Keep abreast of current developments in areas of specialty.
Set up and maintain files.
Operate a variety of office equipment.
Follow written and oral instructions.
Responds to inquiries from the public in a tactful manner.
Establish and maintain effective and cooperative working relations with City employees and the public.
Analyze situations and solve problems.
Perform moderately difficult mathematical computations.
Process a wide variety of financial documents including conducting follow-through with other related documents.

Skill in:
Typing at a corrected speed of 55 words per minute.
The use of a computer, word processing and various software applications.

Education, Training and Experience:

Graduation from high school or equivalent, supplemented by college-level courses in business English, and office management procedures.

Four years of increasingly responsible experience performing complex administrative/clerical duties of a sensitive nature. Experience should include the preparation, and maintenance of a variety of records and reports.

License and Certificates:

Possession of valid driver's license.

WORKING CONDITIONS:

Work is performed in an office setting. Evening work is required. Job requires driving to various sites in the City. This position requires frequent sitting, standing and walking. Lifting and carrying agenda packages and other office equipment for board meetings is also required.

Supplemental Information HOW TO APPLY: All applicants must submit an online City application and required supplemental questions to be considered for this position. Please note, applications may be rejected if incomplete. Rsums, CVs and cover letters are not reviewed as part of the application screening process and should not be submitted.
SELECTION PROCESS: All applicants must submit clear, concise and complete information regarding their qualifications for the position. All applicants will be reviewed and only those candidates determined to be most qualified on the basis of experience and education, as submitted, will be invited to participate further in the selection process.
Testing may consist of the following:Written Examination - QualifyingOral Interview/Writing Project: 100% BACKGROUND INVESTIGATIONS: Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.
Inclusion & Diversity Statement
The City of Santa Monica is a progressive, inclusive and culturally-rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a highly-talented workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our staff are empowered to perform at their highest level and where their differences make a positive impact.

The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces the diversity of our employees. Join us!

Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call (310) 458-8246, TDD (310) 458-8696 (Hearing Impaired Only).

Please note the request for reasonable accommodations must be made to Human Resources at least three work days prior to the examination.

The City's liberal fringe benefits for full-time employment include sick leave, holiday and vacation pay, the Public Employees Retirement System, medical, dental and vision insurance, credit union, deferred compensation, tuition reimbursement, Dependent Care Assistance Plan and Marine Park Childcare Center.

01

Describe your experience maintaining public documents (i.e. board/commission, budgetary, property-related, subject-oriented) including level of responsibility, system used, adherence to a records retention schedule, and fulfillment of public records act requests. Explain any innovations or improvements you initiated. If you have no such experience, mark N/A.

02

Describe your experience staffing or supporting an elected or appointed public body. If you do not have this experience, explain why you feel you are well-sited for this position.

03

Describe your skill level in using the Tyler Financial System. If you no such experience, mark N/A.

04

This position requires the handling of sensitive information. Please describe your specific, relevant experience as it relates to maintaining and preparing legal and/or confidential records and reports. If you have no such experience, mark N/A.

05

The position of Rent Control Agency Office Coordinator/Board Secretary requires college-level coursework in business English, and office management procedures. Do you meet this requirement? If YES, you must submit a copy of your college level transcripts to qualify for the position based on the educational requirement noted above. Applicants who indicate receipt of college level coursework from a foreign institution must provide United States credential equivalency verification along with a copy of your college transcripts. You must upload and attach a scanned copy of your transcripts and equivalency (if applicable) to your on-line application. Failure to do so will result in your application being disqualified. Yes No

Required Question