Executive Assistant

The Position

Open & Promotional Examination - One Year Probationary Period

Under general supervision, this mid-management classification exercises independent judgement while providing highly skilled administrative support to executive level staff and serves as office manager.

Essential functions of the job include, but are not limited to, the following:

• Ensures department services are provided with exceptional customer service and the highest level of ethical standards.
• Plans, schedules, and organizes meetings.
• Makes and organizes travel accommodations.
• Manages the front counter and reception areas; staffs the front counter.
• Ensures that departmental management is ready for meetings by maintaining a calendar of appointments, travel itineraries and coordinating related arrangements.
• Supports special events by managing attendee information and other coordination details.
• Ensures that office mail is opened, sorted, and distributed in a timely manner.
• Prepares materials for mailing.
• Compiles and copies information and distributes finished material by mail, e-mail, or by inter-office delivery.
• Interacts with the public in person, over the telephone or via email;
• Receives visitors and calls for information requests and directs to the appropriate person or department.
• Provides routine information, and records messages;
• Processes appropriate correspondence accordingly.
• Answers routine and complex inquiries for department management.
• Obtains information on behalf of department management and prioritizes incoming communications to ensure awareness of key matters.
• Researches and prepares information, prepares letters, memos, reports, proclamations, commendations, minutes, forms, lists or other written materials.
• Maintains automated or manual tracking systems and follow-up records to ensure timely and appropriate action.
• Maintains reference lists such as mailing lists, telephone numbers or records.
• Explains and interprets departmental policies, procedures and regulations to the public ensuring the appropriate distribution and release of information designated as confidential.
• Independently responds to correspondence and inquiries.
• Proofreads and edits various materials and correspondence to ensure proper grammar, spelling, punctuation, format, and completeness, as well as accuracy and compliance with policies and regulations.
• Processes confidential documents, including performance evaluations and other personnel-related transactions.
• May review, process or approve purchase orders, contracts, invoices, and other financial related transactions.
• Supervises, trains, and evaluates staff and recommends appropriate personnel action.
• Drives on City business as necessary.
• Assumes responsibility for ensuring the duties of the position are performed in a safe, efficient manner.
• Performs other related duties as assigned or as the situation requires.

When Assigned to the City Manager's Office:

• Serves as staff support to the City Council and City Manager.
• Provides administrative assistance to the City Council, and City Manager.
• Plans, schedules, and organizes meetings for members of the City Council, and City Manager.
• Plans, schedules, and organizes travel accommodations for members of the City Council, and City Manager.
• May coordinate and maintain the City's master calendar.
• Coordinates meetings and related details on behalf of the City Council with external agencies.
• Prepares proclamations, commendations, and other documents.
• Manages memberships to professional organizations or associations for members of the City Council, and City Manager.
• May serve as Secretary to certain Boards or Commissions.
• Assists with coordinating Management Team Meetings.
Minimum Requirements

An equivalent combination of experience and education sufficient to perform the essential job functions and provide the required knowledge and abilities is qualifying.

Experience

Five years of experience providing administrative support to multiple executives/managers in an organization.

Education/Training

An Associate's Degree in Public Administration, Business Administration or a related field.

Highly Desirable

Experience in a public agency.

Bilingual abilities in languages spoken in the community.

Transportation

Valid Class C California driver's license is required.

Knowledge, Skills & Abilities

Knowledge of:

• Exceptional customer service practices.
• Applicable computer software programs, including Microsoft Office.
• Basic mathematical operations such as addition, subtraction, multiplication, and division.
• City and Departmental policies and procedures.
• English grammar usage, spelling, punctuation, and business vocabulary.
• Office procedures and the operation of standard office equipment.
• Public meeting notice posting requirements in compliance with the Brown Act.

Skill in:

• Exceptional organizational, communication, and planning skills across multiple projects and tasks.
• High degree of attention to detail.
• Handling and prioritizing multiple tasks and projects with competing deadlines.
• Organizing the work of other staff, setting…