Administrative Technician

Description The Community Development Department is seeking a motivated and experienced professional to help lead the Beautification Grant Program, an exterior home improvement program, designed to enhance the appearance, vitality, and community pride of our neighborhoods. This position will oversee all aspects of the program—from application intake and eligibility review to project monitoring and grant closeout.

Summary Under general direction, coordinates, facilitates, and provides technical support for a variety of programs serving the assigned department.

EXAMPLES OF REGULAR DUTIES

This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Implements, facilitates, and supports the daily operation of assigned departments and related programs.

Assists with the implementation of departmental goals, objectives and priorities; recommends departmental updates and supports budget development.

Provides strategic guidance, community outreach, policy development and mentoring of staff to promote programs and services.

Provides technical support ensuring regulatory compliance, general program reporting, and associated contract administration; serves as a liaison between the city and other agencies or groups.

Administers provisions and specifications of contracts; prepares technical reports on operations and activities as necessary.

Monitors, coordinates, and processes documents for loans and grants requests; prepares work write-ups and documentation for processing; processes requisitions. Prepares written reports to the Directors, Managers, and other high-level staff.

Assists with creating, developing, and processing highly technical requests for proposals (RFP’s) and specifications for procurement activities.

Receives, investigates, and responds to citizen complaints, inquiries, and requests over the phone, at the counter, or from website and other online platforms.

Processes all invoices, creates flyers and promotional materials, and provides public relations for city services and programs.

May work with vendors/contractors in the bidding and project phases. Performs related duties as assigned.

MINIMUM QUALIFICATION GUIDELINES

The requirements listed below are representative of the knowledge, skills and abilities required to satisfactorily perform the essential duties and responsibilities.

EDUCATION and/or EXPERIENCE

• A combination of education and experience that demonstrates possession of the requisite knowledge, skill and abilities.

Bachelor’s degree in Urban Planning, Business or Public Administration, Finance, Economics, or a related field AND at least three (3) years of professional experience in administrative services, word processing, spreadsheets, writing comprehensive reports, community outreach, public relations or related.

Knowledge of: Principles and practices of administrative services for departments within a municipal setting. State, local, and federal legislation and regulations governing programs and related services. Procurement, purchasing, and acquisition processes. Grant administration and fund allocation. Project management and contract compliance. Ability to: Provide technical leadership in serving designated department and related services. Assist in communicating program specifics to the public. Communicate effectively verbally and in writing. Maintain effective working relationships with other people. Create and edit promotional materials. Type at a speed of 40 wpm. Operate Microsoft Office, computing systems, and mobile devices.

SUPPLEMENTAL INFORMATION

PHYSICAL DEMANDS: 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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.

WORK ENVIRONMENT: The essential duties of this position are performed in a standard office environment. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee regularly works in indoor conditions and regularly works near video display. The noise level in the work environment is usually moderate.

The City of Hawaiian Gardens is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, or any other status protected by state or local law. If you require a reasonable accommodation to participate in the job application or selection process, please contact our Human Resources Department at [email protected]. We offer a complete city-paid benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, accidental death and dismemberment, holidays, vacation, and sick leave.

Regular part-time employees may be eligible for benefits depending on their average hours worked. Eligibility tiers and city-paid contributions are determined by established hour thresholds.

01

The information provided in your application must support your selected answers in the supplemental questions. The information you provide will be verified and documentation may be required. Please be as honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during an interview. By completing this supplemental questionnaire you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal.

• Yes, I understand and agree
• No, I do not agree

02

Do you possess a Bachelor's degree in Urban Planning, Business or Public Administration, Finance, Economics, or a related field?

• Yes
• No

03

Do you possess at least three (3) years of professional experience in administrative services, community outreach, public relations, or a closely related field involving report writing and program coordination?

• Yes
• No

04

Do you have any work experience with a City administered residential rehabilitation program?

• Yes
• No

05

Do you have experience preparing a scope of work for a City administered residential rehabilitation program?

• Yes
• No

06

Do you have experience working with a construction contractor?

• Yes
• No

07

How many years of experience do you have administering or monitoring contracts, grants, or program funding allocations?

• 3+ years
• 1–2 years
• Less than 1 year
• None

08

Do you have experience preparing and analyzing data, budgets, and reports to support department operations or program performance?

• Yes
• No

09

Do you have knowledge of principles and practices of administrative management, budgeting, and procurement within a public agency setting?

• Yes
• No

10

Do you have experience preparing or assisting with formal reports, staff presentations, grant documentation, or procurement-related materials (such as RFPs or contract specifications)?

• Yes
• No

11

Describe your proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and your ability to use technology or digital tools for public communication (e.g., creating flyers, presentations, or online content).

• Advanced
• Intermediate
• Basic
• None

12

Do you have experience coordinating, monitoring, or implementing departmental programs or community initiatives that involve multiple stakeholders or City departments?

• Yes
• No
• Required Question