Executive Assistant (Excepted)(UC) at City of Santa Ana – Santa Ana, California

Under direction, performs a variety of highly responsible, confidential, secretarial, and administrative duties in support of the City Manager, City Council, and City Manager’s Office staff.

Provides varied responsible and confidential administrative assistance to the City Manager, City Council, and City Manager’s Office staff. Acts as the City Council and City Manager’s first point of contact. Receives visitors and screens a high volume of telephone calls to answer questions, provide information, take messages, resolve complaints, or refer requests to appropriate City departments; conducts appropriate follow-up. Interprets and applies department policies, rules, and procedures, and exercises good judgement when responding to inquiries. Maintains calendars, schedules, and coordinates meetings for the department. Reserves and sets up conference rooms for meetings. Independently prepares written correspondence, including letters, memos, e-mails, flyers, newsletters, and other documents, from rough drafts, verbal instruction, or other sources in accordance with department policies and procedures; this includes ceremonial documents for City Council meetings and events, such as proclamations, certificates, and speaking points. Proofreads documents. Independently performs assigned administrative tasks of a routine nature. Assembles data and information, and prepares special and periodic reports. Maintains confidentiality and security of information and materials of a classified or confidential nature. Operates modern office machines, equipment, and software, including computers, printers, copiers, fax machines, and word processing and spreadsheet computer software applications. Takes minutes at various meetings. Makes travel arrangements, prepares trip folders, and reconciles expenses. Maintains petty cash fund. Assists in the maintenance of assigned budgetary accounts. Receives and sorts mail and interdepartmental correspondence for the department. Orders office supplies and maintains stock, submits related purchase orders, reviews invoices for accuracy, and processes payments. Processes departmental payroll. Participates in process improvement efforts. May assist in coordinating City events. May supervise the work of one or more clerical employees. Performs other related functions as assigned.

Four years of responsible administrative support experience and college level coursework or experience in at least four of the following areas: business administration, bookkeeping, business communication, records maintenance and management, office management, and advanced word processing. Candidates must possess the knowledge and abilities listed below.

Knowledge of: modern office practices and equipment; and proper English usage, spelling, vocabulary, grammar, and punctuation.

Ability to: maintain confidential data and information; draft correspondence using appropriate business grammar, vocabulary, spelling, and punctuation; prepare reports; understand and interpret departmental policies and procedures; take minutes and transcribe rapidly and accurately; work independently in the absence of specific instructions; secure and maintain the confidence of elected officials, employees, and the general public; work cooperatively with others; and communicate effectively with a variety of people of various educational and socio-cultural backgrounds.

Bilingual ability in English and Spanish, and/or English and Vietnamese is highly desirable.