Part-Time Special Project Assistant

Position Title:

Part-Time Special Project Assistant

Job Description:

Incumbent conducts research, data collection, and assists department management with technical support needed to advance various administrative projects and initiatives. Performs analysis, prepares reports, and develops recommendations. Coordinates and assists with implementation of complex, multi-agency, large scale, and long-term department/division initiatives.

About the Position:

The Special Project Assistant will support the daily operations, maintenance, furniture needs and event coordination of the historic City and County Building. This part-time role involves managing building systems, maintaining occupant comfort, janitorial inspection, assist with furniture reconfigurations and designs, clear communications with occupants and coordinating event logistics. The role also includes serving as the first point of contact at the front desk for the Public Services Administration office, which involves greeting visitors, answering phones, directing inquiries, and providing general administrative support. The ideal candidate is organized, detail-oriented, and capable of communicating effectively with various stakeholders.

Position Salary Range:

$21.00 - $25.00/hr

Key Responsibilities:

Daily Duties

• Check packages at the drop off location, notifying recipients for pickup.

• Building sanitation inspections, including the breakroom to ensure consumables are stocked, coordinate with food service provider for replenishment needs.

• Manage bookings for the building shared spaces.

• Maintain communication with building occupants.

• Staff the front desk for the Public Services Administration office – greet visitors, answer phones, respond to inquiries, and provide general administrative support.

Typical Duties

• Conduct regular building inspections to identify deficiencies or maintenance needs; submit work order requests as necessary.

• Address new work order requests specific to the building, notifying the day porter of immediate janitorial needs.

• Work with Facilities Department to coordinate work orders and projects.

• Perform routine inspections of Washington Square and report any deficiencies or issues to Parks.

• Assist with ordering, receiving, inspection and inventorying office furniture and equipment.

• Assist with furniture layout and reconfiguration as required.

• Liaise with furniture vendors, installers, and departments to coordinate orders and installations.

• Organize and maintain the furniture warehouse, ensuring it remains accessible and unobstructed.

• Reads and interprets technical drawings for space assessment and needs. May be required to obtain measurements and provide specifications to relevant service providers.

• Provides support to city employees on additions, relocations and removal of surplus furniture, fixtures and equipment.

• Respond to building complaints, feedback, or requests, and escalate pressing issues to the Building Administrator.

• Conduct bi-weekly thorough janitorial inspections of the building.

• Support the building administrator with furniture layouts, designs, and vendor communications.

• Process invoices and purchase orders through Workday.

Event Support

• Coordinate with Special Events to manage requests involving Washington Square and road closures (e.g., 200 E between 400 S and 500 S).

• Communicate with event permit organizers to address requirements and arrange meetings for power and water needs.

• Manage post-event cost recovery by billing organizers through Open Counter.

• Monitor and respond to event organizer queries on Open Counter.

• Submit work order requests for event preparation needs, such as power and water activation times.

• Collaborate with the building administrator to organize displaced parking for events.

• Assist with internal building event organization and response needs.

• Attend Event Review Committee meetings.

Minimum Qualifications:

• Bachelor’s degree in Public Administration, Political Science, Business Administration or a closely related field or four (4) years paid professional experience including any combination of research, statistical analysis, project and legislative review, policy development, and related activities. Preference may be given to candidates with public sector experience. Experience and education may be substituted on a year-for-year basis.