Executive Assistant to the Town Manager

Executive Assistant To The Town Manager

The Executive Assistant to the Town Manager performs complex, confidential administrative, analytical, and project management work in support of the Town Manager, Town Council, and executive management team. The position manages the functions and details of the Town Manager's Office, relieving the Town Manager of administrative and clerical responsibilities, and serves as a resource and representative for the Town Manager. The position also provides direct support to the City Clerk function, including all Town public hearing agenda coordination, meeting records, legal noticing, and records management activities.

This is the most advanced position in the Town's administrative support series. The scope, confidentiality, and complexity of the work require proficient communication, organizational, and analytical skills, along with in-depth knowledge of the operations, policies, functions, and organizational relationships of the Town Manager's Office.

Supervision Received and Exercised:

Receives direction from the Town Manager. This position does not exercise supervision of others.

Essential

Job Duties:

Essential duties may include, but are not limited to the following:

• Assist the Town Manager in managing day-to-day matters requiring the Manager's attention, permitting the Town Manager to concentrate on broad issues of public policy.
• Manage the operations of the Town Manager's Office, including calendar management, travel arrangements, meeting coordination, and the screening of visitors, telephone calls, and correspondence.
• Compose and prepare drafts of correspondence, confidential communications, staff reports, resolutions, ordinances, contracts, and administrative policies, independently or from brief notes.
• Provide administrative support to the Mayor and Town Council.
• Serve as facilitator between the Town Manager's Office and other departments, elected officials, outside agencies, and the public.
• Research, compile, and summarize informational and statistical materials from multiple sources; prepare reports for decision-making purposes.
• Receive and respond to resident inquiries and complaints; interpret and apply Town policies and procedures; refer or escalate matters as appropriate.
• Serve as the lead coordinator for Town Council and Mayoral proclamations, including drafting proclamations, coordinating with the Mayor on scheduling, and working directly with recipient organizations on presentation logistics.
• Support the City Clerk in organizing, coordinating, and hosting the annual Mayor's Installation and periodic subregional events, including the Contra Costa Mayors Conference, and the Tri-Valley Cities Council Meeting and Dinner.
• Serve as the primary back-up to the City Clerk.
• Support preparation of Town Council agendas, resolutions, and ordinances; coordinate collation and distribution of agenda packets.
• Attend Town Council meetings as one of two primary staff positions responsible for supporting the Town's hybrid meeting format; prepare official minutes and maintain the legislative history of Council actions.
• Prepare and post legal notices in compliance with the Brown Act and applicable state and federal law; file official Town documents electronically with the County Recorder.
• Coordinate responses to Public Records Act requests with the City Attorney's Office and City Clerk; support the Town's records management program, including retention, indexing, and archives.
• Support Town commission and committee recruitments, orientations, and meeting logistics; assist with appointment processes.
• Perform notarial services as a commissioned Notary Public.
• Perform other duties as assigned.

Qualifications:

Knowledge of:

• Organization, procedures, and operating details of the Town Manager's Office.
• Organization and function of Town government, including the role of the Town Council and appointed boards and commissions.
• The Brown Act, California Public Records Act, and other pertinent federal, state, and local laws applicable to Town Council proceedings and public records.
• Principles and practices of records management, including retention, indexing, storage, and disclosure requirements.
• Prepar…