Temporary Executive Assistant

The Park District is currently recruiting for one (1) Temporary Executive Assistant at Peralta Oaks, in Oakland, CA. This temporary assignment will serve no more than six (6) months.

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

Under direction, provides a broad range of assistance to relieve an executive or confidential manager of routine administrative and office management tasks. Performs a variety of complex and often confidential administrative and executive secretarial duties, including coordination of office support functions; and performs related duties as assigned.

Executive Assistant is distinguished from the clerical series in that the nature, diversity and scope of responsibilities originating from this level require the frequent use of discretion, initiative, independent judgment and may require frequent contact with the public, government agency officials, representatives of community and business organizations, and all levels of Park District staff; it is further distinguished from the higher level Senior Executive Assistant in that the latter has overall responsibility for the administration of a Division head office and supervises subordinate clerical and/or technical staff.

The Executive Assistant class may have lead responsibility for clerical staff or interns.

• Performs complex and confidential clerical and administrative support requiring specialized knowledge and the ability to interpret broadly defined policies and procedures;
• As assigned, relieves an executive or confidential manager of routine administrative duties;
• Receives and screens visitors and telephone calls;
• Provides information which requires the use of judgment and the interpretation of Park District and department policies and procedures;
• Informs executive or confidential manager of administrative decisions reached, policies established and associated facts;
• Sets priorities and meets critical deadlines;
• Independently organizes and coordinates work;
• Provides follow‑up and researches information on inquiries and problems which require knowledge of the Park District’s services and programs;
• Resolves problems and responds to special assignments which require interdepartmental or staff communications;
• Composes routine correspondence not requiring the personal attention of the executive or confidential manager;
• Types drafts and a wide variety of finished documents from recording devices, notes, brief written or oral instructions;
• Makes appointments and maintains a calendar;
• Maintains tickler file;
• Schedules and arranges meetings and makes travel arrangements;
• Organizes meetings by notifying participants, making room arrangements, and preparing required informational materials;
• Compiles and maintains complex and extensive records;
• Prepares reports;
• Researches, compiles and summarizes a variety of informational materials and completes data entry;
• Assists with tracking and processing public records requests;
• Reads and distributes mail;
• Reviews finished materials for thoroughness, accuracy, format, compliance with policies and procedures, and appropriate English usage;
• Organizes and maintains various administrative, reference and follow‑up files;
• Collects information and prepares replies to requests from other agencies for information regarding policies and practices; may provide lead direction to clerical staff or interns.

Equivalent to the completion of the twelfth (12) grade.

Four (4) years of increasingly responsible experience providing administrative and clerical support to an executive management or elected official level position or to a similar role.

Substitution – An associate degree or equivalent in a closely related field such as business or public administration may be substituted for two (2) years of the required experience, or two (2) years of progressively responsible experience in a position comparable to the East Bay Regional Park classification of Senior Administrative Specialist.

• Support…