DescriptionThe City of Livermore is currently accepting applications for an Administrative Specialist II in the City Manager's Office. For complete job information, please refer to the job announcement .
Filing Deadline: 5:00 PM on October 7, 2024. DEFINITION Under general supervision, performs difficult and responsible administrative work in support of the City Manager's Office, City Attorney's Office, or Administrative Services Department; assists with administrative functions for specific programs/projects; prepares technical and administrative reports; and performs other duties as assigned.
DISTINGUISHING CHARACTERISTICS The Administrative Specialist II performs specialized and complex administrative work within the framework of City policy and exercises independent judgment under general supervision. It is distinguished from the Administrative Specialist I classification in that the latter is characterized by its performance of a variety of routine to difficult assignments initially under close supervision with the work becoming progressively more diversified and complex with increasing independent judgment as experience is gained. This job classification is designated "Confidential" and may have access to information related to the administration of employee-employer relations.
SUPERVISION RECEIVED General supervision is provided by a first-line supervisor, a manager, or a department director, and work assignments and direction may be provided by other managers in the assigned department.
SUPERVISION EXERCISED None.
Examples of Important and Essential FunctionsProgram Support Functions
Provides specialized programmatic support for an assigned department; performs special studies and writes reports, such as agenda items for City Council and/or Boards and Commission meetings; gathers data and performs data analysis on a continuous or special project basis; develops, coordinates, and monitors special projects and/or contracts; assists with the day-to-day activities associated with departmental or city?wide programs and/or committees, department website pages, and other programs and projects; develops and conducts presentations related to assigned projects; monitors assigned programs and/or projects; assists with a variety of administrative issues and prepares or recommends process, policy, and procedural modifications; coordinates and assists in preparing departmental budget requests; and may provide staff assistance to advisory boards or commissions, outside agencies, and citizen groups.
Administrative Functions
Develops and maintains records, and record keeping procedures; creates and maintains status documents related to assigned projects; monitors and coordinates the updating of policies, such as the City's Administrative Regulations and other documents; drafts and prepares official City documents, such as resolutions, special awards, and other documents; may provide assistance to managers and to members of City Council, such as calendaring, travel arrangements, scheduling meetings, screening visitors/phone calls, and responding to mail, voicemail, and e-mail; composes correspondence and responds to public requests; coordinates and plans City events; utilizes computer software programs, including financial, spreadsheet, database, word processing and presentation software, to prepare documents and presentations; may interface with the Finance Department on budgetary or payroll related matters; assists with monitoring of monthly expenditures; prepares warrants for payment; and reconciles purchase card statements.
Job Related and Essential QualificationsDemonstrated Knowledge of :
General functions and objectives of municipal government and administration; report writing techniques; principles and practices of project coordination; modern office procedures and methods; proper English usage, spelling, grammar, punctuation, and business format; basic principles and practices of accounting and budget monitoring; effective communication techniques; and computer operating systems and software applications.
Demonstrated Skills to :
Monitor programs and complete assignments on schedule and at times, under time sensitive deadlines; prepare summaries and reports; perceive needed changes and initiate suggestions for improvement; use independent judgment and exercise resourcefulness in addressing problems; develop solutions using initiative, tact, and good judgment; remain flexible and adapt to changing conditions; work under the pressure of deadlines; read, comprehend, interpret, and explain policies, procedures, laws, ordinances, and regulations; establish and maintain effective working relationships with those contacted in the course of work; communicate effectively both verbally and in writing; work as a member of a team to accomplish goals; lead and train volunteer and/or temporary staff; meet the City's keyboarding standard (35 net wpm); operate a computer utilizing spreadsheet, database, word processing, and presentation software; respond to internal and external customers in a professional, creative, and cooperative manner; and exemplify an enthusiastic, resourceful, and effective customer service attitude.
Ability to :
Learn the operation, policy, and procedures of assigned department and other departments; and effectively apply the required knowledge and skills in the daily performance of assigned duties.
Experience, Education and Training Guidelines
Any combination of experience, education and training that would provide the best qualified candidates. A typical way to obtain the knowledge, skills and abilities would be:
Experience : Equivalent to four years of progressively responsible administrative experience in a public agency including extensive customer service, drafting and preparing written documents, and performing specialized work in support of assigned project/programs; or two years public sector experience at a level equivalent to the Administrative Specialist I with the City of Livermore. Experience providing support to executive management and/or elected officials is highly desirable.
Education : Equivalent to graduation from high school, supplemented by college level courses in business or public administration, political science, English or a related field. An Associate's Degree is highly desirable and may substitute for 2 years of the experience requirement.
License : May require the possession of an appropriate valid California driver's license and a satisfactory driving record as determined by the City.
Other Requirements : Willingness and ability to work scheduled and emergency overtime; and attend meetings, workshops, and seminars during work and non-work hours, as assigned.
Special Requirements : Essential duties require the mental and/or physical ability to work in a standard office environment; read fine print and computer monitors; converse in person and over the telephone; use a computer keyboard and calculator; bend, stoop, stretch, and reach; and strength to safely lift and maneuver office supplies and equipment weighing up of 30 pounds.
Additional InformationNon-Exempt
CITY OF LIVERMORE
BENEFITS SUMMARY
Confidential - UnrepresentedThe benefits listed are provided to employees of the Confidential group. For a more detailed summary of benefits for all employee groups, click
here .Any errors or omissions do not constitute either an expressed or implied contract.Updated: 11/2023
MOU TERMN/A
SCHEDULED INCREASES7/5/2021 2.5%
7/4/2022 4%
7/3/2023 3.0%
7/1/2024 2.5%
CAFETERIA PLAN (Medical/Dental/Vision)$1,950/month towards medical, dental, vision, additional & supplemental life insurance; unused balance paid in cash to employee
BASIC LIFE INSURANCE& ACCIDENTAL DEATH & DISMEMBERMENT INSURANCE (AD & D)$150,000EEcoverage, ER paid
$1,000 dependent coverage, ER paid
EE option to purchase $25,000 additional life insurance& supplemental life to $500,000 (not to exceed 5x annual earnings).
LONG TERM DISABILITY (LTD)ER paid
60% of base monthly earnings to $6,000/month max. (180 day waiting period)
LONG TERM CARE INSURANCELong Term Care Facility and 100% Home Care to $8,000/month with 90-day elimination period; 6 year duration (optional - EE paid)
PERSNew City of Livermore EEs are enrolled in the 2% at 60 formula or 2% at 62 formula, depending on eligibility, as per AB 340.
Classic PERS Misc Member - 2% at 60
- Member Rate = 7% EE paid
- Employer Rate = 34.43%ER paid (includes unfunded liability; FY23/24)
- 36 consecutive months Final Comp
- Sick Leave Credit
- 4th Level 59 Survivor Ben.
- Military Service Credit
New PERS Misc Member - 2% at 62
- Member Rate = 7.5%EE paid
- Employer Rate = 34.43%ER paid (includes unfunded liability; FY23/24)
- 36 consecutive months Final Comp
- Sick Leave Credit
- 4th Level 59 Survivor Ben
- Military Service Credit
MEDICARE (Hired after 3/31/1986)EE paid 1.45%
ER paid 1.45%
RETIREMENT HEALTH SAVINGS (RHS)ER contribution of 4% of base pay into RHS account.
VACATION ACCRUAL Years of ServiceTotal Accrual Per Year
180.6 hrs
2-5120.12 hrs
6-10135.98 hrs
11-15160.94 hrs
16-19180.18 hrs
20+192.4 hrs
Pro-rated for part-time EE.
Maximum accrual: 350 hours
HOLIDAYS12 observed holidays
SICK LEAVE ACCRUAL96.2 hrs/year for FT
72.02 hrs/year for ¾-time
48.1 hrs/year for ½-time
Unlimited accrual
SICK LEAVE USAGE - FAMILY SICK LEAVE - Immediate Family Illness:½ Annual Sick Leave Accrual.
- PARENTAL LEAVE - 4 regularly scheduled workdays for non-birthing parent tobecome a parent byadoption, foster care placement, or birth of a child.
- BEREAVEMENT LEAVE (non-immediate family) - 3 regularly scheduled workdaysmax to be used for sister-in-law and brother-in-law.
BEREAVEMENT LEAVE3 regularly scheduled workdays max for immediate family.
PERSONALLEAVE 16 hrs/yr
Pro-rated for part-time EE.
PREGNANCY LEAVE & FMLA/CFRAEE may use accrued leaves in compliance with City rules and regulations. Benefit provided as per regulations: Federal Family and Medical Leave Act, California Family Rights Act, and California Pregnancy Disability Act
DEFERRED COMPENSATION 457(b)ER contribution of $185 per pay period with minimum contribution of $75 per pay period by employee.
2024 Maximum
Normal = $23,000
Age 50+ = $7,500
Catchup Limits = $46,000
Section 125 PLAN (No ER contribution)
2023 Maximums
DependentCare*: Up to $5,000/year;*See IRS Pub #503
Unreimbursed Medical: Up to $3,200/year
- Pre-tax Health Care Premiums
- FSA's for Dependent Care
- Unreimbursed Medical Expenses
- Other options offered by plan administrator
SUPERVISORY DIFFERENTIAL PAYMin of 10% above base salary of non-mgmt subordinate, 7.5% above mgmt subordinate
ACTING PAY & SPECIAL PROJECTS PAY Acting Pay
If work min of 5 consecutive calendar days, paid @ lowest step of higher class with at least a 5% differential. If assignment > 12 months, optional incr. of up to 7% or max of the range, whichever is less.
Special Project Pay
If work min of 30 calendar days, 5% - 7% differential. If full supervisory, additional % to reflect 2.5% over highest compensated subordinate.If assignment > 12 months, optional increase of up to 7%.
BILINGUAL PAY$50/pay period.Must be certified by DH, approved by City Manager, and used on the job.
CELL PHONE ALLOWANCE (If authorized) - See Administrative Regulation #36 for detailsStandard = $40/month
Enhanced = $90/month for exempt only
OT COMP & COMP TIME OFFOT for > 40 hrs/week @1 ½ x reg pay or Comp Time in lieu of OT for FLSA nonexempt.
TUITION REIMBURSEMENT 75% reimbursement fortuition & books
For undergraduate studies, $4,000 FY max; $16,000 lifetime maximum
For graduate studies, $5,000 FY max; $10,000 lifetime maximum
LICENSES & CERTIFICATIONS100% reimbursement for required licenses, certifications, and professional memberships
HEALTH CLUB REIMBURSEMENT$100.00/month max for monthly dues
EMPLOYEE ASSISTANCE PROGRAMThree (3) sessions per incident per family member.Unlimited telephonic consultations.
FLSA WORK PERIOD168 hour pay period beginning Monday at 12:01 a.m., ending 7 days later on Sunday at 12:00 midnight.If an EE is not on this work week schedule, something must be in writing documenting EE's work week.
PAY PERIODS26 pay periods per year
Benefits listed are for regular full-time employees. Benefits are prorated for part-time employees.
ER = Employer
EE = Employee
FT = Full-time
PT = Part-time
Closing Date/Time: 10/7/2024 5:00 PM Pacific
