Rev. 12/2023
CITY OF SANTA CLARA, CALIFORNIA
CLASS SPECIFICATION
TITLE: EXECUTIVE ASSISTANT (JOB CODE 187)
DEPARTMENT ACCOUNTABLE TO FLSA STATUS
City Manager
Mayor and Council
City Manager or Designee Exempt
CLASS SUMMARY
The Executive Assistant provides responsible, confidential, administrative support services for the Mayor and City Council, and/or City Manager. The job involves working with individuals, activities and issues with which the Mayor and City Council and City Manager are involved and requires daily contact with a cross-section of high level government, community, and public and private officials, as well as individual members of the community. The incumbent must be able to handle non-partisan confidential matters with a high level of judgment.
As a member of the City's unclassified service, this is an "at-will" position and the incumbent serves at the discretion of the City Manager. An incumbent in this position demonstrates strong ethical, professional, and service-oriented leadership and interpersonal skills, sets a good example, and correctly applies the tenets of the City's Code of Ethics and Values. Performs related duties as assigned.
DISTINGUISHING CHARACTERISTICS
The position of Executive Assistant is the highest level of administrative support. It is distinguished from other classifications by level of discretion, sensitivity, interpersonal skills, and political awareness necessary to perform effectively, and by ongoing contact with the City Manager, elected officials, departments heads, the City Council, and the public.
As a member of the City’s unclassified service, this is an “at -will” position and the incumbent serves at the discretion of the City Manager o r City Attorney. An incumbent in this position demonstrates strong ethical, professional, and service-oriented leadership and interpersonal skills, sets a good example, and correctly applies the tenets of the City’s Code of Ethics and Values.
MINIMUM QUALIFICATIONS
EDUCATION AND EXPERIENCE
• High School Diploma or tested equivalent; and
• Six years of increasingly responsible clerical, office, and administrative work, including public contact. One year of required experience must include support of management at the senior executive level.
ACCEPTABLE SUBSTITUTION
None
LICENSES/CERTIFICATIONS
Possession of a valid California Class C driver's license is required at time of appointment and for duration of employment.
EXECUTIVE ASSISTANT (187)
DESIRABLE QUALIFICATIONS
• Experience working in the public sector
OTHER REQUIREMENTS
• Must be able to perform all of the essential functions of the job assignment. • Requires a comprehensive background examination, including fingerprints. • Incumbents of this classification may be required to occasionally work odd and unusual hours.
TYPICAL DUTIES
This description may not include all the duties listed below, nor do the examples cover all duties that may be performed.
Under general direction, the incumbent will:
• Receive and reply to mail, office visitors, telephone calls, and refer citizen complaints to the appropriate department;
• Perform varied, responsible and confidential administrative duties; • Maintain calendar and appointment schedule, and coordinate attendance at numerous board, committee, and commission meetings;
• Prepare original correspondence, reports, news releases, proclamations and commendations;
• Coordinate special and ongoing projects;
• Handle daily contact with high-level government officials and residents; • Handle confidential information regarding controversial issues; • Handle travel arrangements;
• Prepare or transcribe finished copy from notes, typed copy, rough draft, oral instructions self-composed letters and memos, and transcripts of minutes and reports; • Assemble, review, and analyze materials to determine that all relevant data, files, signatures, and other required details are included;
• Screen incoming correspondence, follow up to ensure deadlines are met; • Contact other agencies for information required for special reports or correspondence, handle confidential information regarding controversial matters; • Establish and maintain office files and procedures;
• Prepare annual operating budget and monitor use of funds; • Track Council proclamations and awards received by the City of Santa Clara; • Supervise administrative support staff;
• Order office supplies and capital outlay items; and
• Perform other related duties as assigned.
KNOWLEDGE, SKILLS, & ABILITIES
Knowledge of:
• Basic organization and function of municipal government, including the role of an EXECUTIVE ASSISTANT (187)
elected City Council and appointed boards and commissions; functions and role of City Manager, City Attorney, and City operations;
• Individual activities and issues with which the office is involved; • Budgetary and financial record keeping methods;
• Office methods, procedures and machines, including filing systems, reception and telephone techniques and letter and report writing;
• Office safety practices, procedures and standards;
• Microsoft Office suite products, including Word, Excel, PowerPoint and Outlook; and • Correct English usage, spelling, punctuation, grammar and vocabulary.
Ability to:
• Perform difficult para-professional work independently; • Use tact and discretion in handling routine, complex, and confidential matters related to the City of Santa Clara's business;
• Effectively manage calendars and appointment schedules; • Establish and maintain effective working relationships with those contacted in the course of work, including the general public;
• Prepare correspondence without review, employ good judgment and make sound decisions in light of established policies and procedures; • Transcribe material with 90% accuracy;
• Type from clear copy at a net rate of not less than 25 words per minute on a computer keyboard;
• Communicate effectively and clearly, both verbally and in writing; • Supervise the work of administrative support staff;
• Manage multiple priorities, organize workload, organize files, meet strict deadlines and work with many interruptions; and
• Walk or stand for extended periods of time and bend, stoop, crawl, climb, and lift as necessary to perform assigned duties.
SUPERVISION RECEIVED
Works under the general direction of the City Manager or designee.
SUPERVISION EXERCISED
May supervise administrative support staff as assigned by the City Manager.
CONFLICT OF INTEREST
Incumbents in this position are required to file a Conflict of Interest statement upon assuming office, annually, and upon leaving office, in accordance with City Manager’s Directive 100.
CLASSIFICATION HISTORY
Established 07/01/2002; Rev: 09/18/2018; Rev: 12/2023
Rev. 12/2023
CITY OF SANTA CLARA, CALIFORNIA
CLASS SPECIFICATION
TITLE: EXECUTIVE ASSISTANT (JOB CODE 187)
DEPARTMENT ACCOUNTABLE TO FLSA STATUS
City Manager City Manager or Designee Exempt
CLASS SUMMARY
The Executive Assistant is distinguished from other classes in the administrative support series in that the incumbent provides responsible, confidential, administrative support services for the Mayor and City Council, and/or City Manager, and City Attorney. The job involves working with individuals, activities and issues with which the Mayor and City Council and , City Manager , and City Attorney are involved and requires daily contact with a cross-section of high level government, community, and public and private officials, as well as individual members of the community. The incumbent must be able to handle non-partisan confidential matters with a high level of judgment.
As a member of the City's unclassified service, this is an "at-will" position and the incumbent serves at the discretion of the City Manager or City Attorney. An incumbent in this position demonstrates strong ethical, professional, and service-oriented leadership and interpersonal skills, sets a good example, and correctly applies the tenets of the City's Code of Ethics and Values. Performs related duties as assigned.
DISTINGUISHING CHARACTERISTICS
This class is distinguished from other office administrative classes by its direct reporting relationship to the City Manager and its broader continuing interfaces with political and elected officials, department heads, other government agencies, private business representatives, City staff, and the public.
As a member of the City’s unclassified service, this is an “at -will” position and the incumbent serves at the discretion of the City Manager or City Attorney. An incumbent in this position demonstrates strong ethical, professional, and service-oriented leadership and interpersonal skills, sets a good example, and correctly applies the tenets of the City’s Code of Ethics and Values.
MINIMUM QUALIFICATIONS
EDUCATION AND EXPERIENCE
• High School Diploma or tested equivalent Associate of Arts degree in office administration, business management or related field; and • Six years of progressively responsible and varied administrative support and/or legal experience including supervisory responsibilities, which includes one (1) year of support experience assisting executive management or a high-level public official; and • Public sector experience is preferred
ACCEPTABLE SUBSTITUTION
None
EXECUTIVE ASSISTANT (187)
LICENSES/CERTIFICATIONS
Possession of a valid California Class C driver's license is required at time of appointment and for duration of employment.
DESIRABLE QUALIFICATIONS
For City Attorney's Office:
• Experience in law office procedures, including court calendaring, file system organization, library maintenance and familiarity; and
• Experience in work involving knowledge of legal terminology, forms, and procedures. • Experience working in the public sector
OTHER REQUIREMENTS
• Must be able to perform all of the essential functions of the job assignment. • Requires a comprehensive background examination, including fingerprints. • Incumbents of this classification may be required to occasionally work odd and unusual hours.
TYPICAL DUTIES
This description may not include all the duties listed below, nor do the examples cover all duties that may be performed.
Under general direction, the incumbent will:
Duties may include, but are not limited to, the following:
Under general direction:
For all Offices:
• Receive and reply to mail, office visitors, telephone calls, and refer citizen complaints to the appropriate department ;
• Perform varied, responsible and confidential administrative duties; • Maintain calendar and appointment schedule, and coordinate attendance at numerous board, committee, and commission meetings;
• Prepare original correspondence, reports, news releases, proclamations and commendations;
• Coordinate special and ongoing projects;
• Handle daily contact with high-level government officials and residents; • Handle confidential information regarding controversial issues; • Handle travel arrangements;
• Prepare or transcribe finished copy from notes, typed copy, rough draft, oral instructions self-composed letters and memos, and transcripts of minutes and reports; • Assemble, review, and analyze materials to determine that all relevant data, files, signatures, and other required details are included;
EXECUTIVE ASSISTANT (187)
• Screen incoming correspondence, follow up to ensure deadlines are met; • Contact other agencies for information required for special reports or correspondence, handle confidential information regarding controversial matters; • Establish and maintain office files and procedures;
• Prepare annual operating budget and monitor use of funds; • Track Council proclamations and awards received by the City of Santa Clara; • Supervise administrative support staff;
• Order office supplies and capital outlay items; and
• Perform other related duties as assigned.
For City Attorney's Office:
• Interface with the municipal, superior, and Federal courts; • Draft letters, memoranda, reports, pleadings, resolutions, and ordinances; • Maintain the filing system and the law library, including organizing, ordering, cataloging and filing books, updates, supplements newsletters, bulletins, and seminar materials; and • Process claims and act as liaison between the City's claims administrator and the City Attorney's Office.
KNOWLEDGE, SKILLS, & ABILITIES
Knowledge of:
For City Attorney's Office:
• Experience in law office procedures, including court calendaring, file system organization, library maintenance and familiarity; and
• Experience in work involving knowledge of legal terminology, forms, and procedures.
For all Offices:
• Basic organization and function of municipal government, including the role of an elected City Council and appointed boards and commissions; functions and role of City Manager, City Attorney, and City operations;
• Individual activities and issues with which the office is involved; • Budgetary and financial record keeping methods;
• Office methods, procedures and machines, including filing systems, reception and telephone techniques and letter and report writing;
• Office safety practices, procedures and standards;
• Microsoft Office suite products, including Word, Excel, PowerPoint and Outlook; and • Correct English usage, spelling, punctuation, grammar and vocabulary.
For City Attorney's Office:
• Current legal and general office methods;
• Fundamentals of the organization and maintenance of a law library; and • Legal terminology, pleadings, briefs, ordinances, resolutions, documents and publications.
Ability to:
EXECUTIVE ASSISTANT (187)
For all Offices:
• Perform difficult para-professional work independently; • Use tact and discretion in handling routine, complex, and confidential matters related to the City of Santa Clara's business;
• Effectively manage calendars and appointment schedules; • Establish and maintain effective working relationships with those contacted in the course of work, including the general public;
• Prepare correspondence without review, employ good judgment and make sound decisions in light of established policies and procedures; • Transcribe material with 90% accuracy;
• Type from clear copy at a net rate of not less than 25 words per minute on a computer keyboard;
• Communicate effectively and clearly, both verbally and in writing; • Supervise the work of administrative support staff;
• Manage multiple priorities, organize workload, organize files, meet strict deadlines and work with many interruptions; and
• Walk or stand for extended periods of time and bend, stoop, crawl, climb, and lift as necessary to perform assigned duties.
SUPERVISION RECEIVED
Works under the general direction of the City Manager , City Attorney, or designee.
SUPERVISION EXERCISED
May supervise administrative support staff as assigned by the City Manager.
CONFLICT OF INTEREST
Incumbents in this position are required to file a Conflict of Interest statement upon assuming office, annually, and upon leaving office, in accordance with City Manager’s Directive 100.
CLASSIFICATION HISTORY
Established 07/01/2002; Rev: 09/18/2018; Rev: 12/2023