Project Assistant - Operations & Systems

Provide project management and implementation support to the Chief Administrative Officer (CAO), who serves a dual role as part of the Executive Office and as Department Head for 7 divisions in the Operations & Systems Department.

Responsibilities

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. Day-to-day duties will vary. Based on anticipated key projects, essential functions include:

• Liaising with department and divisional leadership to understand and document policies, processes, and standard operating procedures
• Using SharePoint to develop and create repositories for storing and sharing information
• Working with department and divisional staff to evaluate systems, identify areas for improvement, and develop instructions for use
• Conducting research on policies, synthesizing data, and documenting findings to inform recommendations
• Conducting research on organizational structure and departmental requirements and duties
• Drafting administrative orders
• Providing general administrative support, including data entry and document management
• Engaging in learning opportunities to gain a deeper understanding of local government operations, legislative processes, and public policy

Requirements

Recommended minimum qualifications:

• Currently enrolled in a graduate program of study with a focus on Public Administration, Public Policy, or a related area; or
• A bachelor’s degree with one to three (1-3) years of related work experience; or
• Any equivalent combination of education, training, and experience which provides the required knowledge, skills, and abilities to effectively perform the essential functions of the job

Must possess and demonstrate excellent project management, writing, and documentation skills.

Skills

A strong candidate will possess the following:

• Strong problem-solving and critical thinking abilities
• Ability and willingness to learn technical and other skills quickly
• Understanding of the methods of legal, legislative, and policy research
• Ability to work independently and take ownership of projects
• Proficiency with Microsoft Office applications
• Excellent communication skills, both verbal and written, tailored to various audiences

Work Environment

The work environment involves everyday discomforts typical of offices, with occasional exposure to outside elements. Noise or physical surroundings may be distracting, but conditions are generally not unpleasant. Employees may be required to work beyond normal business hours to attend evening meetings.

Physical and Mental Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the position’s essential functions.

• Physical Skills: Little or no physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing. There may also be some occasional lifting of objects such as ledgers or photocopy and computer paper (up to 30 lbs.).
• Motor Skills: Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, operating a telephone system, computer and/or most other office equipment, typing and/or word processing, filing, and sorting of materials.
• Visual Demands: Routinely reads documents for general understanding and analytical purposes.

Schedule

• 15-19 hours per week, during City Hall working hours
• Primary work location: Executive Office of the Mayor in City Hall
• Travel to other city offices may be required

Pay

$25 per hour. Not benefits-eligible.