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Management Assistant

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Position Number: 6109717
Location: Gilroy, CA
Position Type: Facilities Management

ADMINISTRATIVE SERVICES DEPARTMENT

Facilities & Fleet Division

Salary Range: $6,300.67- $7,658.50 Monthly Plus Excellent Benefits

Opportunity to work a 9/80 schedule with every other Friday off. This is a full-time, on-site position that actively supports department operations.

ABOUT THE POSITION
Are you a highly organized professional who thrives in a dynamic environment? Do you have a passion for providing exceptional administrative support and making a meaningful impact in your community? The City of Gilroy is currently recruiting for a full-time Management Assistant to support the Facilities & Fleet Division within the Administrative Services Department. As a Management Assistant, you'll step beyond traditional clerical duties, taking on diverse responsibilities that keep our operations running smoothly. You'll work closely with dedicated professionals to support essential city functions, providing higher level administrative support, coordinating projects, researching information, and contributing to process improvements.

In this challenging role, the Management Assistant will operate under the direct supervision of an assigned manager/supervisor, offering extensive administrative support to the team. We're seeking an individual with exceptional organizational skills, acute attention to detail, and a knack for efficiency. The ideal candidate should be self-motivated, proactive, dedicated to delivering high-quality results, and capable of thriving in a fast-paced team environment. A friendly and approachable demeanor, coupled with excellent customer service and computer skills, is crucial for success in this position.

This recruitment could lead to the fulfillment of other Management Assistant positions across various Departments and Divisions within the next 12 months.

ABOUT THE DEPARTMENT
Our Facilities & Fleet team is the driving force that keeps our City running smoothly. With unwavering dedication, they work behind the scenes to ensure the safety, functionality, and reliability of all City buildings, vehicles, and equipment. Their collaborative spirit and commitment to excellence shine through as they tackle preventative maintenance and respond to service requests with determination and expertise. No challenge is too great - the consistently go the extra mile to keep our community going forward.

WHY THIS IS A GREAT JOB AND PLACE TO WORK
This is an exciting opportunity for individuals who are eager to kick-start their professional journey. In this entry-level professional position, you will have the freedom to work independently and as part of a team, utilizing your exceptional coordination and administrative abilities. The role requires a deep understanding of various concepts, techniques, policies, and procedures, providing you with a breadth of knowledge. Under the guidance of a Manager, Senior Analyst, Executive Manager, or Department Manager, you will perform administrative and research work. This is a great opportunity to take a step forward in your career. Join our team today!

THE IDEAL CANDIDATE WILL

Have experience working in a public sector office setting.
Have excellent customer skills to ensure a welcoming environment for both the residents of Gilroy and internal customers.
Proficient in computer applications, showcasing advanced skills in spreadsheet, database, word processing, and presentation software.
Demonstrate dedication, be self-motivated, and have a work style that supports teamwork, collaboration and positive relationships that will complement the City of Gilroy environment and customer service goals.
Successfully manage projects from initiation to closure, ensuring they are completed on time and within requirements.
Have a positive "can-do" attitude with a friendly and approachable demeanor when interacting with others at work.
Possess great organizational and prioritization skills and be detailed oriented with excellent time-management skills.
Have stellar written and verbal communication skills.
Be flexible and adaptable to changing priorities and interruptions throughout the workday.
Excel in a fast-paced, demanding work environment and able to take on new tasks with minimal training.
Have a solid track record of being reliable and dependable - at work and on time each day.
Be energetic and excited to perform assigned work and open to accepting new challenges.
Excel at researching contract services and supply needs, developing contract terms and draft requests for proposals, and securing bids for contract administration.
Make a commitment to the Management Assistant position and department for at least three years given the training and orientation involved with this position.

QUALIFICATIONS

Any combination of education and experience equivalent (equivalency determined at the sole discretion of the City of Gilroy) to a Bachelor's degree from an accredited college or university with major course work in Public Administration, Political Science, Business Administration, Statistics, Economics, or a closely related field and some prior related local government work experience such as an internship or fellowship is qualifying. One and a half years of directly related work experience may substitute for one year (30 semester units) of college education.
Strong experience in utilization of computers including word-processing, spreadsheet, database, presentation (PowerPoint) and e-mail communication applications.
Possess and maintain a valid California Driver License and a safe driving record necessary to operate assigned vehicle(s).
If not already possessed, may be required to obtain and maintain Commission as a Notary Public from the State of California.
Willingness to continue education and training by learning new skills as changes occur.
Pass an employment background check to include a Department of Justice criminal record check.
May be required to pass a post-offer medical examination, which includes a drug test (includes testing for psychoactive marijuana metabolites).
Prefer non-tobacco user.
Bilingual (Spanish/English) desired, but not required.

APPLICATION PROCESS
If you are interested in pursuing this exciting career opportunity please attach and submit the following required items with your NEOGOV application:

A completed City of Gilroy online application including supplemental responses.
A cover letter explaining your interest in the position with the City of Gilroy is required.
A detailed resume that highlights your related skills and education is required.

City Application Form - Candidates must complete the NEOGOV City of Gilroy application form for this position and submit online. Please prepare attachments prior to completion of the NEOGOV application as incomplete applications will not be accepted.

Apply Online:Go to https://www.governmentjobs.com/careers/cityofgilroy. You can apply online by clicking on the job title you are interested in and clicking on the "Apply" link. After viewing the Job Description, click the 'Apply' tab. If this is the first time you are applying using our online job application, you will need to create an account and select a Username and Password. After your account has been established, you can import your resume from LinkedIn, upload it from a saved document on your computer, or manually enter your personal information. This application will be saved and used to apply for future job openings.

Recruitment Schedule - Key Dates*

Application Closing Date: April 1, 2025
Oral Interviews: April 23, 2025
Finalist Interviews: TBD

(*Note: The examination process/schedule may be changed as needed by the City.)

Only complete application packets will be reviewed. Only the most qualified applicants with the most relevant experience and education will be invited to continue in the selection process. In addition, final candidates for the position are required to pass an employment background check, State of California Department of Justice criminal records check, medical evaluation, and drug screen, given at the City's expense, prior to appointment. If special accommodations are necessary at any stage of the selection process, please contact the Human Resources Department right away 408-846-0228.

Attention: Communication regarding your status in this recruitment process will be conducted via e-mail. Be sure to include an e-mail address on the employment application. Applicants are responsible for notifying Human Resources of any changes to an e-mail address and/or other contact information.

THE CITY OF GILROY IS AN EQUAL OPPORTUNITY EMPLOYER
AND SUPPORTS WORKFORCE DIVERSITY.