EXHIBIT B
1 EXECUTIVE ASSISTANT
This class specification should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification.
DEFINITION
The Executive Assistant to City Manager, performs a variety of confidential and complex administrative responsibilities for the City Manager and in support of the office of the City Manager and directly for the City Manager and Assistant City Manager, including administering assigned programs, supporting City goals and objectives, as assigned. This class is distinguished from other office administrative classes in the nature, scope and diversity of responsibilities that require a broader understanding of City functions and the competence to perform duties that require the exercise of discretion and independence with respect to matters of significance. The incumbent performs a variety of confidential and complex administrative responsibilities in support of the City Manager’s Office and the City Council.
SUPERVISION RECEIVED AND EXERCISED
Receives direct supervision from the City Manager and direction from the City Manager and Assistant City Manager. May exercise direct and indirect supervision of support staff as necessary.
ESSENTIAL AND IMPORTANT DUTIES
AN EMPLOYEE IN THIS POSITION MAY BE CALLED UPON TO DO ANY OR ALL OF THE FOLLOWING ESSENTIAL DUTIES:
• Perform a wide variety of complex, responsible, and confidential duties for the City Manager’s Office.
• Serve as the first point of contact for the City Manager.
Greet/acknowledge customers who contact the City Manager’s Office while assessing the nature and urgency of issues with appropriate responses.
• Respond to sensitive requests for information and assistance including but not limited to Public Records Requests; resolve citizen concerns and complaints.
• Review and summarize miscellaneous reports and documents; research and compile background information; assist in the preparation of
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2 presentations, responses to Council questions, Council weekly updates, and other documents.
• Attends weekly meetings to review Council agendas and discuss executive management issues with City Clerk and Department Heads. • Develop proposed City policies and procedures, interprets laws and regulations in response to inquiries and complaints.
• Coordinates, refers, and/or assumes responsibility for investigating and responding to various inquiries and complaints from citizens and officials; prepares draft letters for signature in response to the inquiries/complaints. • Respond to inquiries and provide information to employees, City Council, and other government agencies.
• Maintains the City Manager’s calendar, exercising discretion in committing his/her time, keeps the City manager well informed of time commitments, and tactfully referring callers and visitors to other sources of information or services as appropriate.
• Make travel arrangements and prepares travel reports and receipts for the City Manager and Assistant City Manager.
• Maintain appointment schedules and arrange meetings, conferences and civic functions for the City Manager and Assistant City Manager. Organize scheduling rooms, notifying participants, preparing meeting agenda and materials, arrange for food and beverages as appropriate, take action minutes and schedule follow up as needed
• Initiate and maintain a variety of files and records of information including but not limited to legal claims against the City, litigation files, certificates of insurance, etc.
• Provide general liability claim administration services, including opening and managing the claim files, compiling documentation, issuing claimrelated communication and timely coordinating with the City’s claim administrator, claim adjustors, insurance carriers, claimants, and other stakeholders.
EXHIBIT B
3 • Provide general administrative support including purchasing and procurement, including preparation of bids, approval of annual invoices to ensure they are coded to the correct line-item budget, prepare, and transmit a variety of financial documents, including payroll, purchase orders, expense statements and other fiscal transactions. • Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for budget items; monitor and control expenditures.
• May perform some confidential personnel activities and employee relations tasks, including confidential duties, and provide special project support.
• Research, compile and analyze data and prepares correspondence, reports and other written documents, assists in the design and production of technical information, hand-outs, newsletters and other communication materials.
• Plan and coordinate the City’s involvement in special events and meetings, including but not limited to coordinating resources, information and set-up for promoting the City at the annual Fog Fest, Eco-Fest and Rockaway Tree Lighting events; City Council Goal Setting special meetings; etc. for the City Manager Office.
• Assist the City Manager in the role of Public Information Officer, functioning as a liaison between media and the City Manager’s Office. • Manage social media content and inquiries for general City government / City Hall / City Manager’s Office. Create, assemble, and publish content for the City Manager’s Office weekly e-newsletter. Manage additional forms of public outreach and messaging as guided by the City’s Communications Plan.
• Perform related duties as assigned.
EMPLOYMENT STANDARDS
Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to qualify is:
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4 Education and Training:
Equivalent to a Bachelor’s degree from an accredited four-year college or university.
Experience:
Five (5) years of increasingly responsible office administrative support work experience preferably providing support to an executive level officer and working with management-level staff and the public.
Experience in a public agency is highly desirable.
Certification:
Must possess a valid California Class C driver’s license and have a satisfactory driving record.
Knowledge of:
• The organization and function of a City government, including the role of an elected officials and committees and commissions, information regarding ordinances, rules, policies, procedures, and operating practices applicable to providing effective customer service. • Principles and practices of effective customer service and customeroriented telephone etiquette. • Advanced English usage, including spelling, grammar and punctuation. • Modern office procedures, methods and computer equipment, technology (Microsoft Office: Word, Excel, Power Point).
• Social Media platforms such as Nextdoor, Facebook, Twitter, etc. • City administrative policies and procedures applicable to areas of assigned responsibility, including the requisitioning and purchasing of equipment and supplies and maintenance of public records. • Business correspondence writing and report preparation, graphics, spreadsheet, database, and other software to create documents and materials requiring the interpretation and manipulation of data. • Office administrative practices and procedures, including file and document management procedures and practices of recordkeeping.
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5 • Budget and fiscal control procedures and techniques. • Principles of supervision, training, and employee development.
Skills:
• Acquire, retain and use knowledge of the functions, procedures and policies of the City.
• Effectively prioritize work and meet deadlines.
• Handle stress effectively without it interfering with performance. • Organize, set priorities, accurately follow brief instructions, and exercise sound independent judgment within areas of responsibility. • Operate a computer, using word processing, spreadsheet, database software, and other standard office equipment.
• Communicate clearly and effectively, both orally and in writing with the public, satisfy inquiries and effectively resolve complaints Abilities:
• Independently perform a variety of highly responsible duties and maintain strict confidentiality of privileged information in support of the City Manager’s Office.
• Use high degree of tact, diplomacy, and discretion in dealing with sensitive, controversial and confidential information in situations concerning internal and external parties.
• Establish and maintain highly effective working relationships with the elected and appointed officials, committee members, department directors and managers, staff, residents, representatives of civic and community groups, the media, the public, and others encountered in the course of work.
• Understand the organization and operation of the City and of outside agencies necessary to assume responsibilities.
EXHIBIT B
6 • Maintain records neatly and accurately, recognize and appropriately handle materials in a sensitive and confidential manner. • Understand, interpret and apply, explain and reach sound decisions in accordance with regulations, pertinent policies and procedures, laws and rules.
• Organize work, set priorities, meet critical deadlines, and follow up on assignments with minimum direction.
• Represent the City and the City Manager’s Office effectively in contacts with representatives of other agencies, City departments, and the public. • Analyze situations carefully and adopt effective course of action. • Compile and maintain complex and extensive records and prepare reports and make process improvements to streamline procedures. • Receive and prioritize requests for information.
Physical Demands:
The ability to maintain effective audio/visual discrimination and perception to the degree necessary for the successful performance of duties.
Status: Exempt
Revised: July 11, 2022
Bargaining Unit: Unrepresented Confidential “At Will” status Compensation: $6,800 - $8,430