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April 2026
EXECUTIVE ASSISTANT
JOB FAMILY: Administrative Services
EEO CATEGORY: Administrative Support
FLSA: Exempt
PAY PLAN: Full-Time Pay Plan
UNION STATUS: Represented
PURPOSE STATEMENT:
Under the direction of the assigned administrator, the Executive Assistant performs a variety of complex administrative and confidential support duties for the City Manager, Mayor, and City Council This position requires extensive knowledge of the City and Successor Agency and provides customer service.
ESSENTIAL FUNCTIONS, DUTIES, AND TASKS:
The following list of functions, duties, and tasks is typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform other closely related or departmentspecific functions, duties, and tasks from those set forth below to address business needs and changing business practices.
• Provides office administrative support, transmits information to and answers questions from the City Manager, Mayor, and Council.
• Maintains multiple calendars and coordinates the schedules of the City Manager as directed with those of members of the Council, representatives of other organizations, and the public; makes travel arrangements as required.
• Receives and screens visitors, telephone calls, emails, and regular mail; provides information and resolves issues for City staff, other organizations, and the public. This often requires judgment and the interpretation of policies, rules, and procedures. • Prepares detailed and often confidential correspondence, reports, resolutions, contracts, forms, invitations, graphic materials, and specialized documents from drafts, notes, brief instructions, and corrected copy. Proofreads materials for accuracy, completeness, and compliance with departmental policies; and compiles agenda items for the city administrator’s office for council meetings and commissions.
• Reviews and monitors activities, including agendas from surrounding cities and media reports about other governmental agencies, and reports issues relating to or affecting Barstow. • Processes and assists with accounts payable, check requests, expense reports, credit card statements, department budget preparation, financial reports, and petty cash reimbursements and submits after city manager’s review.
• Takes and transcribes minutes of the Commission and staff meetings; serves as the Deputy City Clerk in the absence of the City Clerk.
Job Classification Description
Equal Employment Opportunity
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April 2026
• Performs other related duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES
(At time of application)
Knowledge of:
• Strong customer service skills and techniques used in dealing with the public • Computer usage including related software
• Principles and practices of fiscal, statistical, and administrative data collection and report preparation
• Applicable ordinances, codes, and regulations, including administrative, department policies, procedures, and related State and Federal laws
• Business letter writing, record-keeping, minute taking, and preparation Skills and Abilities to:
• Type at an acceptable rate of speed and tabulate data • Provide varied, confidential, and responsible secretarial and office administrative work requiring the use of independent judgment, tact, and discretion
• Organize own work, coordinate projects, set priorities, meet critical deadlines, and follow up on assignments with a minimum of direction
• Plan, organize, schedule, assign, review, and evaluate the work of staff as assigned • Establish and maintain effective working relationships with those contacted in the course of the work
• Communicate effectively in the English language at a level necessary for efficient job performance
• and perform all essential functions as assigned by an authorized employee, supervisor and/or manager with or without reasonable accommodation
• Relate well, communicate, and work effectively with diverse groups of stakeholders who represent a range of ethnic, cultural, and socio-economic backgrounds JOB QUALIFICATIONS / REQUIREMENTS:
(At time of application and in addition to the Knowledge, Skills, and Abilities listed above.) EDUCATION AND EXPERIENCE:
Any combination of education and experience that would provide the required knowledge, abilities and skills is qualifying. A typical way to obtain the qualifications would be:
High school diploma or equivalent and four (4) years of responsible secretarial experience involving assisting executive management or a high-level official with administrative duties such as typing, filing, calendar coordination, public relations, and project coordination tasks.
A degree is preferred. Public sector experience is highly desirable.
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LICENSE(S) REQUIRED:
• Valid state-issued Driver’s License and a good driving record preferred.
CERTIFICATIONS AND TESTING REQUIRED:
• Notary Public Certificate must be obtained within 12 months of employment WORK ENVIRONMENT / PHYSICAL DEMANDS:
(Must be performed with or without reasonable accommodations) • This position works primarily in an indoor office environment. • Positions in this class typically require: reaching, standing, walking, pushing, pulling, lifting, grasping, talking, hearing, seeing, and repetitive motions with or without reasonable accommodation.
• Light Work: Exerting up to 20 pounds of force occasionally (up to 1/3 of workday), and/or up to 10 pounds of force frequently (1/3 to 2/3 of workday), and/or a negligible amount of force constantly (2/3 or more of workday) to move objects. Physical demand requirements are in excess of those for Sedentary Work.