Welcome
This recruitment is subject to close without advance notice.
Interviews are scheduled for March 12, 2026
Competitive Wages
4% COLA increases effective July 1, 2026
Please note that this recruitment is for a part-time, limited term position. It is anticipated that the term of this position will run through December 2026. However, the term may be extended or reduced as the City’s needs and budget necessitate.
The City of San Marino is seeking a motivated, detail-oriented Special Projects Coordinator to support the City Manager’s Department and collaborate across all City departments. This is a unique opportunity to gain hands-on experience in local government operations, project coordination, and public-facing initiatives while making a meaningful impact in a close-knit community.
In this role, you’ll serve as a key connector between departments, helping ensure City projects, communications, and events run smoothly and efficiently. From coordinating information flow and supporting administrative processes to helping prepare reports, presentations, and community meetings, you’ll play an important role in how the city delivers services and communicates with the public.
This position is ideal for someone who is a strong communicator, highly organized, enjoys managing multiple priorities, and thrives in a collaborative environment. If you’re interested in public service, project management, or gaining exposure to the inner workings of city leadership, this role offers valuable professional experience and insight.
If you’re looking for a part-time role that offers variety, responsibility, and the chance to make a difference, the City of San Marino invites you to apply.
The City of San Marino is a General Law city and operates under a Council/Manager form of government. The city has approximately 141 FTEs within the departments of the City Manager’s Office, Community Development, Community Services (Recreation and Library), Finance, Fire, Human Resources, Parks & Public Works, and Police. San Marino is a full-service city with a supportive staff dedicated to working together. Directors, managers, and part-time employees are unrepresented; all other employees are part of the City Employees Association (CEA), Firefighters Association (FFA), or Police Officers Association (POA).
Work Schedule
- Average of 20 hours per week
- The schedule is flexible and the City Manager’s Office will work with the Special Projects Coordinator to find a suitable schedule.
GENERAL DESCRIPTION
Under general supervision, the part-time Special Projects Coordinator assists with various aspects of projects (Developing, coordinating, and managing) and innovation, ensuring tasks are completed on time and within budget, and serving as a central point of contact for project teams and stakeholders, while developing data collection methods and tools to provide recommendations for objectives and deliverables, as well as performing professional graphic arts and related work in support of Citywide public information and public affairs programs and activities.
DISTINGUISHING CHARACTERISTICS
The Special Projects Coordinator receives direct supervision from the City Manager or his/her designee.
This is a journey-level specialized position that supports the City Manager’s Office. The incumbent primarily performs specialized competencies related to special projects, graphic arts design, public information and production. This position is "At-Will," which means the Special Projects Coordinator serves at the will of the City Manager and may be removed at any time without cause, notice, or right of appeal.
Essential Functions
ESSENTIAL FUNCTIONS
The duties, skills, and 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 a disability to perform the essential duties, skills, and demands.
Duties
- Coordinate administrative and interdepartmental activities, serving as a central point of contact to route communications and support collaboration across City departments;
- Support City operations and records management by maintaining files, processing invoices and expense tracking, and assisting with permit-related and public information requests;
- Facilitate language access and communication services, including coordination with interpreter and translation providers to support Citywide needs;
- Prepare analytics, reports, data summaries, and presentations to support decision making and public communication by the City Manager and Department leadership;
- Assist with the planning and execution of public meetings and City events, including Council meetings, community meetings, and related logistics and materials;
- Participate in cross-departmental planning and project coordination, helping track timelines, share updates, and ensure consistent communication across teams;
- Analyzes, coordinates and manages assigned projects;
- Prepares reports for the City Manager’s Office;
- Attends meetings as needed;
- Obtains and tracks all initial information related to designated projects;
- Plans, organizes and evaluates project information;
- Collaborates with others to develop project plans, timelines, and milestones;
- Works closely with departments, other organizations, and leaders to ensure coordination of said projects;
- Develops data collection methods and tools, ensuring data accuracy and completeness;
- Creates data visualizations, dashboards, and reports to communicate findings to stakeholders;
- Contributes to the development and implementation of data analytics best practices and methodologies;
- Queries different data sources while dealing with continuous stream of data requests from multiple stakeholders;
- Implements and analyzes internal and external evaluations, surveys, and needs assessments for the department;
- Manages special projects as directed; collects financial, technical, and administrative information and compiles data for reports. Utilizes data analytics tools to gather insights, make informed decisions, and optimize operations;
- Creates, designs, lays out, edits, and produces visual concepts and original layout for a variety of digital and printed materials such as catalogs, schedules, handbooks, programs, flyers, pamphlets, brochures, posters, logos, and web graphics using industry-standard graphic design software; create and design materials from concept to completion based on information received from requesters;
- Prepares camera ready graphic materials for various types of reproduction processes including art for spot color, 4 color process, and black and white printing; facilitate printing requests and provide printing instructions and specifications regarding ink, paper, and other printing specifications such as die cuts, varnish, and special coatings;
- Takes, edits, and enhances digital photographs for use in publications and online;
- Assists with maintaining and updating department web pages and City social media accounts;
- Photographs and takes videos at city events and activities for use in publications or video presentations;
- Prepares various forms of communication, including memos, letters, presentations, press releases, etc., for customers, City staff, and other organizations;
- Reaches out to external stakeholders to gather input on best practices. Brainstorms ideas of changes in government practices that can improve services;
- Identifies, prioritizes, and incubates key innovation opportunities. Generates new ideas by deploying open innovation methods. Tracks movements related to innovation best practices;
- May be required to work overtime as needed;
- Performs other duties as required.
Qualifications
KNOWLEDGE, SKILLS AND DEMANDS
Knowledge Of
- Legislative and executive functions and procedures;
- Research methods and statistical analysis;
- Project development, management, and coordination;
- Principles of public administration, management, and work evaluation;
- Applicable federal, state, and local laws, rules, ordinances, statutes, and regulations;
- Customer service principles;
- Principles and practices in assigned area of responsibility including records and program management, budget development, and data analytics;
- Analysis and research methodology;
- Principles of confidential records and file management;
- City organization, operations, policies, and procedures;
- Strong attention to detail and accuracy in data analysis and reporting;
- Knowledge of current Social Media trends;
- Knowledge of graphic design, layout and production techniques;
- Knowledge of desktop publishing and creative design software such as Adobe In Design, Illustrator, Acrobat, Photoshop, Excel, Word, Publisher and Power Point;
- Knowledge of marketing, advertising, and promotion;
- Knowledge of correct use of grammar, spelling, punctuation, and syntax;
- Knowledge of standard office practices and procedures;
- Knowledge of photography and use of photographic materials;
- Knowledge of municipal government functions and processes.
Skills And Demands
- Ability to prepare a variety of comprehensive reports;
- Ability to operate a computer and use appropriate software in the performance of management, research, and administrative assignments;
- Ability to makes effective oral and written presentations;
- Ability to effectively represents the City Manager’s Office with the public, community organizations, other City staff, boards, commissions, and other government agencies;
- Ability to design, illustrate, shoot photographs and edit, and ability to shoot and edit video;
- Ability to update web content;
- Ability to schedule and maintain Social Media calendar;
- Ability to exercise initiative and judgement;
- Ability to assist with special events and projects;
- Ability to work evenings, weekends and holidays or flexible schedules;
- Ability to proof and edit written materials;
- Ability to work cooperatively with supervisors, co-workers, other city staff, vendors, and the public in the completion of projects;
- Ability to maintain flexibility and work with frequent interruptions and multiple changing priorities;
- Ability to handle multiple work assignments and meet deadlines;
- Ability to effectively respond to questions regarding City matters posed by internal or external customers;
- Ability to listen well and communicate effectively orally and in writing with various audiences;
- Ability to establish and maintain effective working relationships with City staff, elected officials, boards and commissions, and members of the general public.
Education And Experience
Any combination of training or experience that would provide the knowledge and skills to successfully perform the listed duties is qualifying. A typical way to obtain the required knowledge and skills would be:
Education
- At least two (2) years’ experience conducting professional analytical or project management work in the public or private sector with similar responsibilities, two years of which include complex projects and working independently performing similar work.
- Bachelor’s degree in public administration, Communications, Graphic Design or related field.
Licenses/Certificates
- Possession of a valid California Class C driver's license with a good driving record, or the ability to get from point to point for training and meetings.
PHYSICAL DEMANDS AND WORK ENVIRONMENT
The demands and work environment described 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 essential functions.
Physical Demands
The employee is regularly required to stoop, kneel, crouch, reach, stand, walk, finger, grasp, feel, talk, hear, and make repetitive motions. This position is mostly sedentary work; exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. The employee is required to have close visual acuity.
Work Environment
The employee is subject to both inside and outside environmental conditions.
This information is available in an alternative format by request to (626) 300-0780. The City of San Marino is an Equal Opportunity Employer. We value and seek diversity in our workforce. San Marino is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
Supplemental Information
Job Flyer
Supplemental Information
Cover Letter and Resume Required
Retirement
Employees are enrolled in the Public Agency Retirement System (PARS) of the State of California. The City pays 3.75% and the employee pays 3.75% of contributions. Employees are required to participate in the Medicare program and contribute 1.45% of their salary to the program.The City does not participate in Social Security.
Sick leave
Part-time employees recieve 40 hours of sick leave annually
Dental Insurance
Option to purchase Delta Dental PPO or HMO plan
Vision Insurance
Option to purchase Ameritas VSP plan
Employee Assistance Program
EAP services designed to help manage life's challenges are available.
Credit Union
Employees may become members of the Los Angeles County F&A Credit Union
