Executive Assistant

executive assistant

the parks and community services department is seeking a self-starting, creative, forward-thinking, team-oriented individual to serve as executive assistant. We are looking for an individual who thrives in a dynamic, fast-paced environment and is committed to providing exceptional customer service and organizational support. This position will be responsible for several critical business functions, including supervising the customer service center and team;

coordinating commission meetings, including agenda preparation and minute-taking; performing a variety of financial and payroll-related functions; and assisting with departmental hr functions and administrative operations. This is an exciting opportunity to play a vital role in a department dedicated to enhancing the quality of life for our community. Bilingual skills in english and spanish are highly desirable.

under limited supervision, to serve as an assistant to the head of a city department; to relieve management staff of clerical and assigned administrative tasks; to manage the office of a city department and coordinate departmental office operations; to perform complex and advanced secretarial duties; to maintain the department budget; to coordinate, direct, and monitor the work of various clerical classes in a lead capacity as required.

this job class functions at a lead supervisory level of classification and is the third level of the administrative support secretarial class series. Incumbents are expected to exercise a high degree of initiative, independent judgment, and discretion. This class differs from the class of administrative assistant ii by the preponderance of duties requiring considerable knowledge of the city's governmental structure, purchasing and budget development, department organizational patterns, policies and services, other governmental services and the level and degree of administrative tasks assigned by the department head.

Incumbents must work closely with the department head in supporting the accomplishment of administrative tasks, using a high degree of professional demeanor, e.g. Trust with confidential information.

receives direction from the department head and/or assistant department head. Coordinates, monitors, and evaluates the work of various temporary and regular clerical classes in a lead capacity as required.

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

• plans, organizes, and coordinates the complex clerical and routine administrative activities and operations of assigned department to ensure the timely completion of projects within established schedules and timelines
• performs and handles routine and sometimes complex administrative details not requiring the immediate attention of the department director
• prepares council, commission, and/or committee agenda items and packets
• takes and transcribes minutes of staff, commission, committee, and other meetings
• edits and composes correspondence, memos, letters, and reports
• monitors council and commission actions and keeps current on pending issues; follows up with staff concerning various items referred by the department head for action
• acts in a liaison capacity between the department head, staff and representatives from other departments, agencies, and the public in situations often involving problem solving or discussion and persuasion to gain concurrence and cooperation
• initiates and maintains a variety of files regarding essential departmental activities
• gathers data for special reports or projects
• assists in selecting, and is responsible for training and evaluating clerical employees
• manages the clerical support function of the department ensuring that work is handled on a priority basis and completed in a timely manner; checks work for accuracy, correct english usage, completeness, and compliance with instructions

other duties may include: administering english/spanish bilingual tests; proofreading and editing translations; notary public services.

knowledge of: office procedures, including preparing correspondence and reports and recordkeeping systems; business english, vocabulary, spelling, grammar and punctuation; formats for business correspondence and reports; overall structure and function of city governmental operations, policies, rules, regulations, and procedures; administrative process unique to the city department assigned; principles of administration and management; procedures used in budget preparation and control; principles, practices, and techniques of supervision;

methods of utilizing computer processes and software to improve the effectiveness and efficiency which is critical to departmental administrative operations.

ability to: maintain strict confidentiality; multi-task; perform varied complex and difficult clerical work involving independent judgment and requiring accuracy and speed; organize and prioritize work assignments; use sound judgment in making decisions; perform keyboard…