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Performs a variety of complex technical, complex clerical, and administrative duties primarily, but not exclusively, to the hearings and legal departments of the City of Santa Monica Rent Control Board. Recommends and implements procedures related to Board policies and procedures.
SUPERVISION RECEIVED:
Works under the supervision of the Budget/Office Coordinator and Hearings Manager and occasionally the General Counsel, who outlines work assignments, occasionally reviews work in progress, and periodically reviews completed work.
SUPERVISION EXERCISED:
None.
SUPERVISION RECEIVED:
Works under the supervision of the Budget/Office Coordinator and Hearings Manager and occasionally the General Counsel, who outlines work assignments, occasionally reviews work in progress, and periodically reviews completed work.
SUPERVISION EXERCISED:
None.
Representative Duties
Performs various technical and complex clerical and financial duties in support of the agency. Also assists the Board's lawyers and hearings management staff in carrying out administrative functions.
Prepares and composes a variety of written materials, including but not limited to letters, notices, memorandums, forms, reports, agendas and minutes. Proofreads and edits written materials for accuracy, clarity, spelling, punctuation, and grammar. Prepares written materials for the public, which materials will be stored in a variety of print and electronic formats.
Performs more complex clerical work of an administrative nature, including but not limited to the electronic filing of court documents and the calculation of deadlines in judicial and administrative proceedings. When required by court rule, prepares in the appropriate format a hard copy of litigation filings, and provides for timely service of such documents. In addition to these complex functions, also performs form processing through workflow, and accesses data to make updates and to perform queries and mathematical calculations. Prepares and formats forms and reports.
When responding to inquiries from the public and from other members of Board staff, as well as staff from other City departments, in person, by telephone, or by email, interprets and disseminates information regarding rules, regulations, and policies. Responds to requests for information, including but not limited to requests for public records. Makes referrals to appropriate sources.
Under the direction of the General Counsel or other Board lawyers, receives and responds to subpoenas for Board records. This responsibility includes analysis of the scope of records subpoenaed, gathering those records for production, preparing a custodian of records declaration stating that the production of records is complete and accurate, and producing the records at the time and in the manner required by the subpoena.
Under the direction of the Hearings Manager, prepares case files, prepares and serves hearings-related notices, receives and reviews evidence and other correspondence related to hearings.
Helps members of the public complete a variety of transactions with the Board, including without limitation the completion of required forms, receiving payments, filing appeals of administrative decisions, requesting and preparing administrative records including transcription, and helping members of the public access those services that are provided by the Board in a manner consistent with applicable law. Files and maintains record-keeping systems, as appropriate, and coordinates the Legal Department's compliance with the Board's retention schedule.
In concert with other staff, as appropriate, orders, distributes, and maintains legal and hearings departments supplies, publications, and subscriptions.
Creates and maintains litigation, hearings, and other files, provides for the appropriate storage of such files, and tracks their longevity so that they may be destroyed in compliance with the Board's retention schedule.
In coordination with Board lawyers, keeps and maintains the Board's litigation calendar.
Individually or in concert with other staff gathers data for studies and surveys.
Provides backup, as needed, for the Board Secretary with respect to all non-confidential aspects of the Board Secretary's job duties. Updates and prepares requests for warrants and payment of invoices, as needed. Organizes, prepares, processes, files, and maintains various financial records.
Serves as back-up, as needed, for the Board's receptionist.
Provides support, as needed, to accompany the Hearings Investigator on inspections.
Notarizes documents.
Performs other duties, as assigned.
Prepares and composes a variety of written materials, including but not limited to letters, notices, memorandums, forms, reports, agendas and minutes. Proofreads and edits written materials for accuracy, clarity, spelling, punctuation, and grammar. Prepares written materials for the public, which materials will be stored in a variety of print and electronic formats.
Performs more complex clerical work of an administrative nature, including but not limited to the electronic filing of court documents and the calculation of deadlines in judicial and administrative proceedings. When required by court rule, prepares in the appropriate format a hard copy of litigation filings, and provides for timely service of such documents. In addition to these complex functions, also performs form processing through workflow, and accesses data to make updates and to perform queries and mathematical calculations. Prepares and formats forms and reports.
When responding to inquiries from the public and from other members of Board staff, as well as staff from other City departments, in person, by telephone, or by email, interprets and disseminates information regarding rules, regulations, and policies. Responds to requests for information, including but not limited to requests for public records. Makes referrals to appropriate sources.
Under the direction of the General Counsel or other Board lawyers, receives and responds to subpoenas for Board records. This responsibility includes analysis of the scope of records subpoenaed, gathering those records for production, preparing a custodian of records declaration stating that the production of records is complete and accurate, and producing the records at the time and in the manner required by the subpoena.
Under the direction of the Hearings Manager, prepares case files, prepares and serves hearings-related notices, receives and reviews evidence and other correspondence related to hearings.
Helps members of the public complete a variety of transactions with the Board, including without limitation the completion of required forms, receiving payments, filing appeals of administrative decisions, requesting and preparing administrative records including transcription, and helping members of the public access those services that are provided by the Board in a manner consistent with applicable law. Files and maintains record-keeping systems, as appropriate, and coordinates the Legal Department's compliance with the Board's retention schedule.
In concert with other staff, as appropriate, orders, distributes, and maintains legal and hearings departments supplies, publications, and subscriptions.
Creates and maintains litigation, hearings, and other files, provides for the appropriate storage of such files, and tracks their longevity so that they may be destroyed in compliance with the Board's retention schedule.
In coordination with Board lawyers, keeps and maintains the Board's litigation calendar.
Individually or in concert with other staff gathers data for studies and surveys.
Provides backup, as needed, for the Board Secretary with respect to all non-confidential aspects of the Board Secretary's job duties. Updates and prepares requests for warrants and payment of invoices, as needed. Organizes, prepares, processes, files, and maintains various financial records.
Serves as back-up, as needed, for the Board's receptionist.
Provides support, as needed, to accompany the Hearings Investigator on inspections.
Notarizes documents.
Performs other duties, as assigned.
Requirements
Knowledge of:
Basic principles and concepts of public administration
Modern office procedures, practices, and equipment
Business English spelling, grammar, and punctuation
Report writing
Basic mathematics
Effective customer service techniques
Basic understanding of the litigation process in California state courts
Basic understanding of the administrative-hearing process
Ability to:
Communicate effectively, both orally and in writing
Use independent judgment and initiative
Prioritize work and meet deadlines
Follow oral and written instructions
Set up and maintain manual and electronic filing and record-keeping systems
Establish and monitor office procedures and practices
Analyze problems and situations and develop and implement solutions
Interpret and apply rules, policies, and procedures
Perform mathematical computations
Act as a resource and provide information to various customers regarding assigned program areas and related activities
Provide effective customer service
Establish and maintain good working relationships with fellow employees and the public
Skill in:
Typing at a corrected speed of 45 words per minute
Reading, writing, and communicating at an appropriate level
Proofreading public documents
Using a personal computer and applicable software applications
Learning new software applications related to the electronic filing of court documents and calendaring of litigation deadlines
Education, Training, and Experience:
Graduation from high school or the equivalent
Four years of recent, paid, and increasingly-responsible work experience preparing and maintaining administrative or legal records or reports. One year of that experience must include administrative support experience in a law firm or government agency. Up to three years of college-level course work in public administration or paralegal studies, or a closely-related field, may substitute for the required experience on a 30 semester unit, or 45 quarter unit, per year basis.
Licenses and Certificates:
None required for hiring.
Must be a licensed notary, or be willing to, and capable of, obtaining a California Notary license within one year of employment.
Basic principles and concepts of public administration
Modern office procedures, practices, and equipment
Business English spelling, grammar, and punctuation
Report writing
Basic mathematics
Effective customer service techniques
Basic understanding of the litigation process in California state courts
Basic understanding of the administrative-hearing process
Ability to:
Communicate effectively, both orally and in writing
Use independent judgment and initiative
Prioritize work and meet deadlines
Follow oral and written instructions
Set up and maintain manual and electronic filing and record-keeping systems
Establish and monitor office procedures and practices
Analyze problems and situations and develop and implement solutions
Interpret and apply rules, policies, and procedures
Perform mathematical computations
Act as a resource and provide information to various customers regarding assigned program areas and related activities
Provide effective customer service
Establish and maintain good working relationships with fellow employees and the public
Skill in:
Typing at a corrected speed of 45 words per minute
Reading, writing, and communicating at an appropriate level
Proofreading public documents
Using a personal computer and applicable software applications
Learning new software applications related to the electronic filing of court documents and calendaring of litigation deadlines
Education, Training, and Experience:
Graduation from high school or the equivalent
Four years of recent, paid, and increasingly-responsible work experience preparing and maintaining administrative or legal records or reports. One year of that experience must include administrative support experience in a law firm or government agency. Up to three years of college-level course work in public administration or paralegal studies, or a closely-related field, may substitute for the required experience on a 30 semester unit, or 45 quarter unit, per year basis.
Licenses and Certificates:
None required for hiring.
Must be a licensed notary, or be willing to, and capable of, obtaining a California Notary license within one year of employment.
Supplemental Information
How to Apply:
Applicants must submit a clear, concise, completed on-line City Application along with any required supplemental application materials with the Human Resources Department by the filing deadline. If you do not submit your on-line application by the filing deadline, you will not be considered for this position. Please note, applications may be rejected if incomplete. Resumes, CVs and cover letters are not reviewed as part of the application screening process.
If you would like to use a combination of education and work experience to qualify for the position, you must attach a copy of your college level transcripts or diploma to your online application. Applicants who indicate receipt of college level coursework or degree from a foreign institution must provide United States credential equivalency verification along with a copy of your college diploma/transcripts. All materials must be received in the Human Resources Department no later than the filing deadline. Failure to do so may result in your application being disqualified.
Selection Process:
All applicants must submit clear, concise and complete information regarding your work history and qualifications for the position. All applicants will be reviewed and only those applicants determined to be most qualified on the basis of experience, training and education, as submitted, will be invited to participate further in the selection process.
Testing may consist of any of the following or any combination of these:
Written Exam
Typing
Oral Interview
If three or more qualified City employees apply and pass the examination, a promotional list will be established in addition to an open-competitive list. If fewer than three qualified City employees pass the examination, the appointing authority, in accordance with the City's civil service rules and regulations, can decline to use a promotional list, in which case a promotional list will not be established for this position.
Background Investigation:
Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.
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.
WORKING CONDITIONS:
Work is performed primarily indoors in a busy office environment. Office work requires sitting for prolonged periods and using a computer keyboard and monitor. Physical demands include standing, kneeling, walking, bending, reaching, and grasping. May be required to work evenings or weekends during periods of peak workload.
Applicants must submit a clear, concise, completed on-line City Application along with any required supplemental application materials with the Human Resources Department by the filing deadline. If you do not submit your on-line application by the filing deadline, you will not be considered for this position. Please note, applications may be rejected if incomplete. Resumes, CVs and cover letters are not reviewed as part of the application screening process.
If you would like to use a combination of education and work experience to qualify for the position, you must attach a copy of your college level transcripts or diploma to your online application. Applicants who indicate receipt of college level coursework or degree from a foreign institution must provide United States credential equivalency verification along with a copy of your college diploma/transcripts. All materials must be received in the Human Resources Department no later than the filing deadline. Failure to do so may result in your application being disqualified.
Selection Process:
All applicants must submit clear, concise and complete information regarding your work history and qualifications for the position. All applicants will be reviewed and only those applicants determined to be most qualified on the basis of experience, training and education, as submitted, will be invited to participate further in the selection process.
Testing may consist of any of the following or any combination of these:
Written Exam
Typing
Oral Interview
If three or more qualified City employees apply and pass the examination, a promotional list will be established in addition to an open-competitive list. If fewer than three qualified City employees pass the examination, the appointing authority, in accordance with the City's civil service rules and regulations, can decline to use a promotional list, in which case a promotional list will not be established for this position.
Background Investigation:
Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.
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.
WORKING CONDITIONS:
Work is performed primarily indoors in a busy office environment. Office work requires sitting for prolonged periods and using a computer keyboard and monitor. Physical demands include standing, kneeling, walking, bending, reaching, and grasping. May be required to work evenings or weekends during periods of peak workload.
Agency
City of Santa Monica
Address
1685 Main Street, Room 101
P.O. Box 2200
Santa Monica, California, 90401
Phone
310-458-8697
Website
https://www.santamonica.gov/departments/human-resources
Administrative Staff Assistant - Rent Control Supplemental Questionnaire
Describe your recent, paid work experience preparing and maintaining administrative or legal records or reports. If you have no such experience, mark N/A.
Describe your recent, paid work experience providing administrative support in a law firm or government agency. If you have no such experience, mark N/A.
Please list the computer programs you have experience using. In your response, be sure to include the following:
A.) the name and brief description of the programs
B.) the tasks or projects you have completed using the programs and
C.) the most advanced functions you have utilized within the programs
If you have no such experience, mark N/A.
A.) the name and brief description of the programs
B.) the tasks or projects you have completed using the programs and
C.) the most advanced functions you have utilized within the programs
If you have no such experience, mark N/A.
For the classification of Administrative Staff Assistant – Rent Control, college level coursework in public administration or paralegal studies, or a closely-related field may substitute for the required experience on a 30 semester unit, or 45 quarter unit, per year basis.
Do you wish to use college coursework to substitute for some of the required experience?
If you intend to use a combination of education and work experience to qualify for the educational requirement noted above, you must attach a copy of your college level transcripts or diploma to your online application. Applicants who indicate receipt of college level coursework or degree from a foreign institution must provide United States credential equivalency verification along with a copy of your college diploma/transcripts. All materials must be received in the Human Resources Department no later than the filing deadline. Failure to do so may result in your application being disqualified.
Do you wish to use college coursework to substitute for some of the required experience?
If you intend to use a combination of education and work experience to qualify for the educational requirement noted above, you must attach a copy of your college level transcripts or diploma to your online application. Applicants who indicate receipt of college level coursework or degree from a foreign institution must provide United States credential equivalency verification along with a copy of your college diploma/transcripts. All materials must be received in the Human Resources Department no later than the filing deadline. Failure to do so may result in your application being disqualified.
Yes
No
A California Notary License must be obtained within one year of appointment to the Administrative Staff Assistant - Rent Control position. Do you currently have a valid California Notary License?
Yes
No
How/Where did you learn about this job opportunity? Please list any websites and/or associations where you may have seen the job posting (if applicable).
* Required Question
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