Administrative Services Coordinator - AMP bei City of Alameda, CA

About the Department

About Alameda Municipal Power
In 1887, the City of Alameda paid $20,000 for the installations of 13 streetlights and a 90-kW generating station to power them.  And with that, the oldest public electric utility west of the Mississippi was created.

Today, the City of Alameda is still in the power business and still a trendsetter.  Now known as Alameda Municipal Power (AMP), we have survived over a century and a quarter of utility mergers that created behemoths in other places.

AMP has provided safe reliable power at lower rates without sacrificing service to power our community.  We maintain local control so that we can re-invest in the island and provide value to enrich our lives, businesses, and the community.  

We've seen a lot of change in 130 years, but through it all there's been one constant:  We're as committed today to delivering safe and reliable electricity to the residents and businesses of Alameda as we were in 1887.  We'll continue to invest in new and improved ways of doing business to manage costs, improve our service, and improve the environment.

About the Department

Support Services at Alameda Municipal Power (AMP) provides critical operational support that enables the utility to function efficiently and effectively. This team is responsible for all AMP procurement & purchasing, inventory management, fleet and facilities maintenance, and meter reading activities. As part of this dynamic department, you'll contribute directly to AMP’s mission of delivering safe, reliable, and sustainable power to the community

The Administrative Services Coordinator at Alameda Municipal Power (AMP) provides essential support in the areas of procurement, contract administration, and facilities operations. This position plays a key role in tracking and managing contracts, supporting purchasing activities, providing administrative services for Support Services and ensuring internal operations run smoothly. Under general supervision, the coordinator serves as a primary point of contact between AMP and vendors and collaborates closely with all stakeholders such as all AMP divisions and also legal teams to support compliance and workflow efficiency.

Primary responsibilities include contract execution and tracking, assisting with RFP/RFQ/IFB processes, supporting document retention, performing various data entry in the financial systems, helping to implement contract management tools, and department wide document management. The position also provides administrative support to facilities, warehouse and the mailroom.

The ideal candidate will be a highly motivated self-starter with at least two years of contract administration experience, preferably within a public agency setting. Strong organizational, analytical, teamwork oriented, and communication skills are crucial, along with familiarity with public contracting or procurement processes and regulations. Proficiency in Microsoft Office and financial systems is vital, while experience with contract management or procurement software is highly desirable. The successful candidate will be able to manage multiple priorities, meet deadlines, and thrive in a fast-paced, collaborative environment.

• Four-day, 36-hour work week (typically Monday through Thursday)
• CalPERS Retirement: Classic Members: 2% at 55 formula, 8.868% contribution; New Members 2% @ 62 formula, 8.25% contribution.
• Medical: The City contracts with CalPERS to provide comprehensive health coverage to employees. Multiple HMO and PPO plans available, with a generous City contribution towards medical premiums.
• Dental: Comprehensive dental coverage provided to employees and their eligible dependents.
• Vacation: Starting with 75 hours annually and increasing with years of service.
• Management Incentive Leave: 27 hours of management leave per fiscal year. 
• Holidays: 11 City Holidays
• Floating Holidays: 4 days
• Sick Leave: 90 hours annually; unused sick leave is converted to service credit at retirement.
• Deferred Compensation: Up to 1% 457(b) matching City contribution after 1 year of continuous service.

Position Duties

Positions allocated to this class perform basic administrative and budgetary research and analyses and provide recommendations.  They are expected to perform routine analytical work requiring a basic knowledge of administrative principles and analytical practices.  Work in the class is distinguished from that of higher classes in that it is routine.  Initially supervision and training are given in detail and as the incumbent becomes more capable, works with a higher degree of independence.  Work in the class is distinguished from that of technical, administrative support, and clerical classes in that it requires strong administrative and analytical skills.

Minimum Qualifications

1. Assists in the administration of specific work units, programs, projects and/or assignments; conducts organizational, administrative and fiscal studies and makes appropriate recommendations.
2. Researches, surveys, collects, compiles, tracks and reviews information and technical data in order to report and advise on the resolution of operational and administrative problems.
3. Prepares and maintains accurate records; maintains various databases, records and  filing systems; prepares clear and concise reports and correspondence.
4. Performs work flow and space needs and utilization studies, revises forms, records, systems and procedures; analyzes and develops work procedures such as work simplification, methods for continuous improvement, and maximized use of technology and computer applications.
5. May assist in preparation of applications for monetary grants and the handling of details of grant administration including contracts with federal, state, and local agencies.
6. Performs statistical and clerical work including word processing and document production; procures supplies and equipment; conducts unit inventory and control.
7. Serves as an administrative point of contact and provides information to and confers with other departments, public officials, consultants and citizens; explains City policies, procedures, projects, and programs and responds to stakeholder and customer inquiries; makes presentations on assigned projects and programs.
8. May assist in budget preparation and administration.
9. May administer various staff functions of the department.
10. May supervise, train and evaluate assigned staff.

Other Qualifications

Education/Experience
 
Any combination equivalent to education and experience likely to provide the required knowledge and abilities.  A typical way to obtain the knowledge and abilities would be:
 
Education: 
Graduation from high school supplemented by college coursework in public or business administration.
 
Experience:  Two years of responsible administrative or supervisory clerical experience.
                                                                                         
Knowledge
Knowledge of the general principles of modern public administration including budget and finance, business statistics, research and analysis, management and administrative methods, human resources administration, procurement and general staff work and reporting.
 
Ability
 Ability to perform both complex and routine administrative and clerical work with speed and accuracy; effectively operate a variety of modern office equipment including computers, specialized applications, and office and business software to prepare and produce work documents and spreadsheets; research and compile information to perform and present data analysis; use initiative and exercise independent judgment; interpret and apply established AMP and City policies, procedures and codes; establish and maintain accurate records; plan, administer and evaluate work programs; interpret and analyze information; draw valid conclusions and project consequences of decisions and recommendations; prepare studies and reports; set priorities, meet deadlines and make sound decisions; establish and maintain accurate records; communicate effectively; establish and maintain effective working relationships with employees and the general public and supervise, train and evaluate assigned staff.

SELECTION PROCESS: The examination process may include an application and supplemental questionnaire evaluation, a written exam, a performance exam, and/or an oral interview. The examination process may test for, but is not limited to, the essential knowledge and abilities listed in the job specification and announcement and will be designed to provide a comprehensive review of each candidate's technical knowledge and overall suitability for the position.  Qualified applicants will be notified of the exact date, time, and location of examinations approximately two weeks in advance. If applicants have not received written notice at least one week prior to the tentative test date listed in the flyer, they should contact the City of Alameda Human Resources Department at (510) 747-4900.  

Candidates passing all components of the examination process will be placed on an Eligible List. A list of names is certified to the department(s) having vacancies based on the type of examination conducted pursuant to the provision of the City's Civil Service Rules. Final selection will be made from the Eligible List by the Department Head subject to approval by the City Manager. The Department Head may utilize additional selection procedures to make a final hiring decision. Placement on an Eligible List does not guarantee employment.   Prior to appointment, a thorough reference check will be conducted which may include a credit check and background. The selection process may be evaluated and revised based on the number of qualified applicants. Federal law requires that prior to employment, you must furnish proof of your identity and eligibility for employment in the United States, as required the U.S. Citizenship and Immigration Services.

E-VERIFY: The City of Alameda utilizes the Federal government’s E-Verify program and new employees must provide documentation to establish identity and work authorization, which includes showing a valid United States Social Security card at the time of hire (photocopies not accepted).

VETERAN'S PREFERENCE CREDIT: A job applicant qualifies as a veteran if honorably discharged from active military, reservist, or National Guard duty of at least 18 consecutive months within the past five (5) years of the date of application. In case of discharge attributable to service-connected injuries or illnesses, the 18 months active duty requirement need not be fulfilled. An applicant claiming veteran's preference credit must attach to their application, a legible copy of their DD214 verifying the type of discharge and date(s) of active service. NO OTHER DOCUMENTATION WILL BE ACCEPTED.

 AN EQUAL OPPORTUNITY EMPLOYER: The City of Alameda encourages minorities, women and the disabled to apply. It is the City's policy that all aspects of employment and promotion shall be without regard to sex, marital status or disability (except where dictated by requirements of the position), race, sexual orientation, political affiliation, religious creed, color, national origin or age. Qualified disabled persons must be able to perform the essential functions of the position with or without reasonable accommodations. No individual may pose a direct threat to the health or safety of himself/herself or other individuals in the workplace. Barring undue hardship, reasonable accommodations can be made in the application and examination process for disabled individuals or for religious reasons. Requests for reasonable accommodation should be made in advance to the Human Resources Department. Hearing Impaired TDD (510) 522-7538.

 The information contained herein is subject to change and does not constitute either an expressed or implied contract.