November 2024
FLSA: Exempt
EXECUTIVE ASSISTANT
DEFINITION
Under the direction of the City Manager, performs and coordinates a variety of highly responsible, confidential, and complex clerical and administrative support duties for the City Manager’s office, the Mayor, and members of the City Council; maintains and manages the City Manager’s and City Council appointment schedules and calendars; discreetly handles and processes confidential forms and information; receives and responds to calls, emails, and visitors for the City Manager, arranges and confirms meetings with the City Council; makes travel arrangements; composes, reviews, edits, and assembles correspondence, memos, reports, forms, and other documents including those of a confidential nature, to ensure completeness, accuracy, and compliance with policies and procedures; provide general information and assistance to the public; and performs related work as required.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from the City Manager. Exercises no direct supervision over staff.
CLASS CHARACTERISTICS
This journey-level classification is responsible for independently performing clerical and administrative duties in support of the City Manager’s office. Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit.
EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations where appropriate so qualified employees can perform the essential functions of the job.
➢ Performs a wide variety of complex, responsible, and confidential administrative and secretarial duties for the City Manager; receives, screens, and responds to calls, visitors, emails, and mail. ➢ Makes travel arrangements on behalf of the City Manager and City Council; reconciles travel receipts. ➢ Schedules appointments, maintains calendars, makes travel and conference arrangements, responds to emails, and provides event RSVP’s for the City Manager and City Council. ➢ Prepare complex and sensitive correspondence independently from verbal or written instructions; initiates routine correspondence in accordance with established policy, enters data to prepare complex reports, documents, or other materials; compiles and prepares reports from a variety of sources; distributes to other offices and agencies.
➢ Addresses constituency concerns as directed, on behalf of the City Manager; responds to inquiries and complaints from the public; provides explanation of City procedures requiring understanding of policies and regulations; follows up to ensure complaints are addressed. ➢ Receives visitors and telephone calls, directing them to the appropriate information source and authority; represents the City to all callers and visitors in a professional and customer friendly manner. ➢ Opens, sorts, and distributes mail; maintains confidential information, complex files, and records; orders and maintains an inventory of office supplies.
Executive Assistant
➢ Establishes positive working relationships with representatives of community organizations, state/local agencies, City management and staff, and the public.
➢ Interprets city policies, rules, and regulations in response to inquiries and complaints; refers inquiries as appropriate.
➢ Observes and complies with all City and mandates safety rules, regulations, and protocols. ➢ Performs other duties as assigned.
QUALIFICATIONS
Knowledge of:
➢ Ordinances, rules, policies, and procedures applicable to assigned function. ➢ Functions and clerical operations of an administrative office. ➢ City organizational structure, programs, and services. ➢ City formatting and document preparation standards.
➢ Functions, authority, responsibilities, and limitations of an elected City Council. ➢ Basic arithmetic.
➢ The role of an elected Council and appointed boards and commissions including rules and procedures governing the notice and conduct of public meetings.
➢ Recordkeeping, filing, and purchasing practices and procedures. ➢ Office administration practices and procedures.
➢ Principles and practices of sound business communication. ➢ Business letter writing and basic report preparation. ➢ Using and sending emails on behalf of the City Manager. ➢ City and mandated safety rules, regulations, and protocols. ➢ Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
➢ The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
➢ Modern equipment and communication tools used for business functions and programs, project, and task coordination, including computers and software programs relevant to work performed.
Ability to:
➢ Plan, organize, and coordinate the work of the City Manager’s office. ➢ Understand, work independently, organize, index, and reference a wide variety of administrative records, publications and files.
➢ Exercise independent judgment.
➢ Pay attention to detail
➢ Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
➢ Organize and maintain office and specialized files; compose correspondence from brief instructions. ➢ Maintain confidentiality and be discreet in handling and processing confidential information and data. ➢ Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
➢ Prepare clear and concise correspondence and other written materials. ➢ Prepare clear, accurate and concise records and reports. ➢ Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
Executive Assistant
➢ Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments. ➢ Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
➢ Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
➢ Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Education:
➢ Possession of a high school diploma or G.E.D. required.
Experience:
➢ Three (3) years of increasingly responsible secretarial or administrative experience in a business office including frequent contact with the public. Experience working for a Chief Executive is a plus.
Licenses and Certifications:
➢ Possession of a valid California Driver’s License, to be maintained throughout employment.
PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and visit various City sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.
ENVIRONMENTAL CONDITIONS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
WORKING CONDITIONS
May be required to work occasional evenings and weekends for Council or Committee meetings and/or special events.