PROJECT ASSISTANT

job description

TEMPORARY EXEMPT JOB OPPORTUNITY

PROJECT ASSISTANT

Donald C. Tillman Water Reclamation Division/Japanese Garden (2 positions) Financial Management Division/Cost Analysis (2 positions) Administration Division/Centralized Purchasing Unit (1 position) Administration Division/Satellite Purchasing Unit (2 positions) Administration Division/Solid Resource Support Group (1 position) Administration Division/ Environmental Monitoring Division Support (1 position) Administration Division, Clean Water Conveyance Divisions Support (1 position)

*This bulletin may be used to fill additional positions with Terminal Island Water Reclamation Plant, Executive Division and other Divisions.

DATE: April 2, 2025

To: All QUALIFIED CANDIDATES WHO MEET THE MINIMUM REQUIREMENTS

APPLICATION DEADLINE: April 14, 2025, 5:00 pm

Donald C. Tillman Water Reclamation Division/Japanese Garden Location: Donald C. Tillman Water Reclamation Plant 6100 Woodley Ave., Van Nuys, CA. 91406

Minimum Requirements:

? A valid California Driver’s License is required

Summary of Duties and Responsibilities:

Duties and responsibilities include, but are not limited to the following:

? Utilizes a personal computer on a daily basis to manage the reservation system for the Japanese Garden, update the Garden website as necessary, answer general public questions via email and admit guests to the garden.

? Interacts with the general public when the Japanese Garden is open and assists Admission/Special Event Staff as necessary.

? Acts as a point of contact with Japanese Garden Docents and Volunteer Staff as well as a liaison to the Japanese Garden Mayor’s Citizen Advisory Committee who meet once per month. ? Back-up for Donald C. Tillman and Garden site liaison for filming activities. Meet with potential film companies and coordinate with Film LA to ensure all protocols are followed.

? Other general office duties as required.

Desired Skills, Knowledge, Abilities and Personal Qualifications:

The Japanese Garden is interested in candidates who possess the following skills, knowledge, and abilities including, but not limited to the following:

? Ability to communicate effectively and professionally with the public, City staff, and volunteers.

? Good communication skills both oral and written.

? Good organizational skills.

? Working knowledge in Microsoft Office Suite and Google applications, such as Google Calendar.

Work Schedule:

Sunday through Thursday work schedule with flexibility in start time between 7am to 9am.

? Free Parking.

? Telecommuting may be available on an as-needed basis with prior approval from management.

Financial Management Division/Cost Analysis

Location:

South Park Center, 10th Floor 1149 S. Hill St., Los Angeles, CA 90015

Summary of Duties and Responsibilities:

The Project Assistant’s assignments with the Cost Analysis Section include, but are not limited to the following:

? Assist with purchasing activities, especially for litigation payments. These duties include completing and submitting General Accounting Encumbrances, tracking and processing various invoices, and related activities.

? Maintains LASAN's work order emails; sorting the work orders submitted, routing them for appropriate approvals, and notifying the requestor when the work order is ready to use.

? Enters data into the Financial Management System (FMS).

? Electronically files documents.

? Process budgetary documents for review and approval.

? Performs general clerical support functions and other duties as needed.

Desired Skills, Knowledge, Abilities and Personal Qualifications:

LA Sanitation is interested in a candidate who possesses the skills, knowledge, abilities, and personal qualifications including, but not limited to the following:

? A general knowledge of office clerical procedures.

? Good knowledge of common personal computer software such as Excel, Word, Access, and Google documents.

? Ability to learn to use City and departmental computer software programs.

? Ability to manage multiple work assignments.

? Ability to understand and follow written and oral instructions.

? Ability to operate common office machines and equipment.

? Good interpersonal skills.

? Thoroughness and attention to detail.

Work Schedule:

Work schedule is negotiable based on project necessity.

Administration Division/Centralized Purchasing Unit

Location:

Hyperion Water Reclamation Plant, Service Maintenance Facility (SMF), 2nd Floor 12000 Vista del Mar, Playa del Rey, 90293

Minimum Requirements:

? Graduation from high school

? A valid California Driver’s License is required

Summary of Duties and Responsibilities:

The employee in this position will be assigned to the Los Angeles Sanitation and Environment (LASAN) Centralized Purchasing Unit. The employee will perform various Purchasing activities supporting the divisions within LASAN. Specific duties include, but are not limited to the following:

? Process purchasing documents using the City’s Financial Management System.

? Email, track, and log purchase orders sent to numerous vendors.

? Work closely with vendors, division staff and the General Services Department to resolve any issues related to purchase orders.

? Monitor, track and reconcile expenditures using LASAN’s Non-Labor Information Management System (SNIMS).

? Enter and maintain data in various computer databases.

? Maintain purchasing records and files.

? Order and maintain office supplies.

? Perform other duties as assigned.

Desired Skills, Knowledge, Abilities and Personal Qualifications:

The Centralized Purchasing Unit is interested in candidates who possess the skills, knowledge, abilities, and personal qualifications including, but not limited to the following:

? Ability to input data into various computer system applications once trained.

? Ability to work independently, with minimal supervision, and provide accurate work status.

? Ability to perform research, assemble data and perform basic mathematical computations.

? Ability to deal tactfully and effectively with vendors, management, supervisors, and other department or city personnel.

? Knowledge of MS Word, MS Excel.

Work Schedule: To Be Determined; Hybrid in-office/telecommuting option will be made available after in-office training period.

Administration Division/Satellite Purchasing Unit

Location: Public Works Building, 9th Floor 1149 S. Broadway, Los Angeles, CA 90015

Summary of Duties and Responsibilities:

Duties and responsibilities include, but are not limited to the following:

? Enter data in various computer databases (spreadsheet).

? Maintain purchasing records and files.

? Performs other duties as assigned.

Desired Skills, Knowledge, Abilities and Personal Qualifications:

? The Satellite Purchasing Unit is interested in candidates who possess the skills, knowledge, abilities, and personal qualifications including, but not limited to the following:

? Ability to input data into various computer system applications.

? Ability to work independently, with minimal supervision, and provide accurate work status

? Ability to perform research.

? Ability to deal tactfully and effectively with vendors, management, supervisors, and other department or city personnel.

? Knowledge of MS Word, MS Excel.

? Strength to perform average lifting of less than 5 pounds and occasionally over 15 pounds.

Work Schedule: To be Determined; Telecommuting will not be available

Administration Division/Solid Resource Support Group

Location: Public Works Building, 5th Floor 1149 S. Broadway, Los Angeles, CA 90015

Minimum Requirements:

? Graduation from high school

? A valid California Driver’s License is required

Summary of Duties and Responsibilities:

Duties and responsibilities include, but are not limited to the following:

? Perform a variety of entry-level professional work for special projects or programs which include generating reports related to payroll, expenditures, and/or purchasing orders using software such as Microsoft Word, Microsoft Excel, and Financial Management System (FMS) in order to check the status of account budgets and accurately process invoices.

? Contact appropriate personnel to correct missing or incomplete information and verify accurate accounting records, identify and/or correct related errors, and ensure reliable and accurate payment processing for outside vendors

? Other duties as assigned.

Desired Skills, Knowledge, Abilities and Personal Qualifications:

The Administration Division is interested in candidates who possess the skills, knowledge, abilities, and personal qualifications including, but not limited to the following:

? Working knowledge of Google Drive and Microsoft Office Suite.

? Detail oriented.

? Good communication skills, both oral and written.

? Good organizational skills.

? Ability to deal tactfully and effectively with City employees, vendors and contractors.

? Ability to work alone and consistently meet deadlines.

? Must be motivated, flexible and innovative.

? Prior experience with Accounting or invoice processing helpful, but not required.

Work Schedule:

To Be Determined; Hybrid in-office/telecommuting option will be made available after in-office training period.

Administration Division/ Environmental Monitoring Division Support

Location:

Hyperion Water Reclamation Plant, TSF, 5 th Floor 12000 Vista del Mar, Playa del Rey, 90293

Summary of Duties and Responsibilities:

The employee in this position will provide administrative support to the Environmental Monitoring Division. The employee will primarily perform various purchasing activities. Specific duties include, but are not limited to, the following:

? Process purchasing documents using the Financial Management System

? Review invoices for accuracy in accordance with vendor contracts

? Research and resolve payment-related problems with vendors

? Enter and maintain data in various computer databases

? Maintain purchasing records and files

? Perform other duties as assigned

Desired Skills, Knowledge, Abilities and Personal Qualifications:

The Administration Division is interested in candidates who possess the skills, knowledge, abilities, and personal qualifications including, but not limited to, the following:

? Working knowledge of Google Workspace and Microsoft Office Suite

? Detail-oriented

? Good communication skills, both oral and written

? Good organizational skills

? Ability to deal tactfully and effectively with City employees, vendors and contractors

? Ability to work alone and consistently meet deadlines

? Must be motivated, flexible and innovative

? Prior experience with Accounting or invoice processing helpful, but not required

? California Driver’s License required

WORK SCHEDULE:

To Be Determined; Hybrid in-office/telecommuting option will be made available after in-office training period.

Administration Division, Clean Water Conveyance Divisions Support

Location:

Media Center 2714 Media Center Drive, Los Angeles, CA 90065

Minimum Requirements:

? Graduation from high school

? A valid California Driver’s License is required

Summary of Duties and Responsibilities :

The employee in this position will assist in supporting the Clean Water North/South Conveyance Divisions with daily activities related to timekeeping and general administrative support to district yard offices. Specific duties include, but are not limited to the following:

? Entering timesheets into Workday (payroll) system.

? Managing/reviewing/updating internal database, status reports and work orders.

? Assisting with answering phones.

? Perform other general administrative duties and projects as assigned.

Desired Skills, Knowledge, Abilities and Personal Qualifications:

Administration Division is interested in candidates who possess the skills, knowledge, abilities, and personal qualifications including, but not limited to the following:

? Working knowledge of Google Drive and Microsoft Office Suite.

? Good communication skills, both oral and written.

? Good organizational skills.

? Ability to deal tactfully and effectively with the public and City personnel.

? Ability to work alone and consistently meet deadlines.

? Must be motivated, flexible and innovative.

WORK SCHEDULE: In office only; telecommuting will not be available.

METHOD OF EVALUATING CANDIDATES: Depending on the number of candidates who apply, all applications will be reviewed in order to identify candidates whose past and present work experience are most closely related to the position’s duties and requirements. Final selection will be based on an oral interview. In addition, the interviewers may contact present and former supervisors and may review candidates’ personnel folders as part of the selection process.

How to apply

HOW TO APPLY

Candidates interested in applying for this position must email a City Application. You can download an application online at: http://per.lacity.org/Application.pdf . The application must be scanned and emailed by the application deadline date and time to:

EMAIL: san.jobapplications@lacity.org

The subject line should read:

PROJECT ASSISTANT, ATTN: REYNA

All application materials must be received by 5:00 pm on April 14, 2025.

exempt employment

If employment is said to be exempt, it is meant that the employment is exempted from the civil service provisions of the City Charter. In order to receive a regular civil service appointment, employees must have successfully participated in a civil service examination, received a high enough score on the examination to be placed on and receive an appointment from an eligible list, and they must serve a probationary period. Exempt employees do not compete in a civil service examination, they are not placed on an eligible list and receive an appointment from that list, nor do they serve a probationary period. As a result, exempt employees do not have what is referred to as a “property interest” in their job. Exempt employees serve at the will of the appointing authority and can be terminated at any time without cause. Employees with a property interest in their job, i.e. civil service employees, cannot be deprived of their employment(discharged or suspended) without due process.

General Information About Exempt Employment

Exempt employees serve at the will of the appointing authority, and as such, they may be discharged, suspended or otherwise disciplined without cause. Exempt employees have no property interest in their employment, and any procedural benefit or other prerogative extended to them by their appointing authority is not intended to create and does not create any such property interest. No officer or employee of the City may make to any other officer or employee any representation of a property interest in employment which does not correspond to Charter provisions unless the City Council, by ordinance, permits such representation. No unauthorized representation can serve as the basis of an employee's reliance on, or expectation of, a property interest.

Employees Seeking To Become Civil Service Employees

There is no protective leave for an exempt employee appointed to a civil service position. Upon receiving a civil service appointment and passing probation, the former exempt employee will be subject to the Civil Service provisions described in Article X of the City Charter. Upon appointment, the civil service employee will begin to accrue displacement and layoff seniority on the first day of his/her civil service appointment and may file for promotional examinations for which s/he qualifies. A full or half-time exempt employee appointed to a full or half-time civil service position continues to: contribute to the Retirement System; accrue vacation time; accrue sick time; receive anniversary date salary increases; and, receive health and dental benefits identical to those received in the civil service position.

Closing Date/Time: 4/14/25

• 

• City of Los Angeles

Show more