The Executive Assistant is responsible to perform a variety of highly responsible, complex, and confidential technical, administrative, and secretarial duties for assigned supervisor, manager, or department head.
**CURRENT VACANCY IS IN THE FINANCE DEPARTMENT

Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

All Assignments:

Perform a wide variety of highly responsible, complex, and confidential duties in support of the administration of a department or specific functional area.

Respond to calls and visitors with tact and diplomacy; respond to requests for sensitive information and assistance; resolve citizen concerns and complaints.

Serve as liaison for City officials and staff, officials and staff of outside agencies, and the public, to obtain and relay information and coordinate activities.

Represent the department at staff and administrative meetings, committees, and related meetings.

Interpret and apply City policies, procedures, and administrative directives, and communicate laws and regulations in response to inquiries or complaints; refer inquiries as appropriate.

Evaluate new and existing legal, administrative, and other requirements; draft policies and procedures to ensure compliance and overall effectiveness of staff operations.

Maintain awareness of current issues in assigned area of responsibility.

Research data and compile information to be used in special projects and comprehensive reports.

In the absence of the Department Director or Deputy City Manager, may sort and distribute time sensitive or confidential mail for follow-up as necessary; independently respond to letters, electronic communication, and general correspondence on behalf of the Department Director.

Coordinate and make travel arrangements for a Department Director, Deputy City Manager and key staff; maintain appointment schedules and calendars; organize and arrange meetings, conferences, and civic functions.

Prepare and assemble reports, manuals, newsletters, and other materials and distribute to staff.

Develop, maintain, and archive a variety of files and records related to a department; maintain manuals and update resource materials.

Evaluate, develop, implement, and maintain systems and procedures for the efficient operation of assigned area, including recommendations for procedural changes affecting staff.

Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for budget items; monitor and control expenditures.

Prepare, distribute, and post agendas and minutes for a variety of meetings, including boards, committees, commissions, and other civic organizations; provide additional administrative support as necessary which may include the transcription of recorded or written information.

Coordinate the processing of City Council and Council committee reports.

May plan, prioritize, assign, supervise, and review the work of support staff; participate in the recommendation of the appointment of personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement disciplinary procedures.

Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service.

Observe and maintain a safe working environment in compliance with established safety programs and procedures.

When assigned to City Manager’s Office:

May provide additional staff support to the City Manager, Executive Assistant to City Manager, Mayor, and City Council members.

Prepare, organize, print, and distribute agendas for City Council committee meetings in accordance with Brown Act requirements, including posting agendas and minutes to the City website.

Manage and oversee the application process for City Council appointments to Citizen Advisory groups; screen and organize applications; schedule interviews; compose reports and resolutions; maintain master list of members and track term expiration dates.

Marginal Functions:

May be requested to transcribe recorded dictation.

Perform related duties as assigned.

Knowledge of:

Business English, letter writing formats, and technical report preparation.

Principles of organization and public administration.

Principles and practices of supervision, training, and performance evaluation.

Principles and procedures of fiscal and statistical recordkeeping.

Budget preparation and administration.

Pertinent federal, state, and local laws, codes, rules, and regulations.

Functions and organization of municipal government.

Complex filing systems management and document administration.

Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Ability to:

Perform responsible and difficult administrative and secretarial work involving the use of independent judgment and personal initiative.

Interpret, explain, and apply federal, state, local, and department policies, procedures, laws, rules, and regulations.

Explain operations and problem solve office issues for the public and with staff.

Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.

Analyze problems, identify alternative solutions, project consequences of proposed actions, and recommend changes in policies and procedures.

Compile and maintain complex and extensive records and prepare a variety of routine reports.

Maintain confidential data and information for executive staff.

Independently prepare a wide variety of correspondence, brochures, spreadsheets and other materials.

Work independently in the absence of supervision and exercise sound independent judgment within general policy guidelines.

Type, word process, and take and transcribe recorded dictation at a speed necessary for successful job performance.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Operate office equipment including computers and supporting word processing, spreadsheets, and database applications.

Experience and Training Guidelines:

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:

Three years of increasingly responsible administrative support experience.

Training:

Equivalent to an Associate’s degree from an accredited college with major course work in business administration, accounting, finance, computer science, or a related field.

License or Certificate:

Mobility: frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting. Lifting: frequently up to 10 pounds; occasionally up to 25 pounds. Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision. Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching. Hearing/Talking: frequent hearing and talking, in person and on the phone. Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone. Environmental: frequent exposure to noise.

WORKING CONDITIONS

Work is performed in a typical temperature-controlled office environment subject to typical office noise and environment. Positions may require occasional overtime or weekend work and travel is rare.