Project Assistant - Operations & Systems

Statement of Duties

The Operations & Systems Project Assistant will provide project management and implementation support to the Chief Administrative Officer (CAO). The CAO serves a dual role as part of the Executive Office, and as Department Head for 7 divisions in the Operations & Systems Department. The Project Assistant will be responsible for providing comprehensive support focused on the following areas: policy analysis and research, code drafting, data analysis, system evaluation, technology development and implementation.

This position requires the ability to communicate directly with department and divisional leadership, and to synthesize data and information to make recommendations.

The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Day-to-day duties will vary. Based on anticipated key projects, essential functions include:

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

Education and Experience: Currently enrolled in a graduate program of study with a focus on Public Administration, Public Policy, or a related area; 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.

Knowledge, Abilities, and Skill

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.

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 30lbs.).

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…