Executive Administrative Assistant/City Manager's Office
EXECUTIVE ADMINISTRATIVE ASSISTANT/CITY MANAGERíS OFFICE
Under administrative direction of the City Manager, to perform responsible coordination, technical and advanced clerical support to City operations; provide input and technical assistance to the City Manager and Management Staff, including highly confidential duties, personnel records management and file maintenance.
The nature, diversity, and scope of responsibilities originating from this position require the frequent use of discretion, initiative, and independent judgment, as actions can have a significant effect upon City operations and/or public relations activities.
This classification is assigned to the confidential group for labor relations purposes and is subject to overtime assignments.
SUPERVISION RECEIVED AND EXERCISED
General supervision is provided by the City Manager. The job incumbent provides direct supervision to subordinate level technical and clerical staff within the City Managerís office.
ESSENTIAL FUNCTIONS: Duties may include, but are not limited to the following:
Plan, organize, control and direct the operations and activities of the, City Managerís office; ensure smooth, timely and efficient office operations; relieve the City Manager of administrative duties; ensure Department activities comply with established policies and regulations
Coordinates incoming correspondence, visitors and telephone calls with the availability of the City Manager.
Coordinates activities to ensure timely submission of documents or information that may be required of several staff personnel to complete a major project.
Supervise the performance of assigned personnel; interview and select employees and recommend transfers, reassignment, termination and disciplinary actions.
Assist in the development and administration of the budget for the City Manager, review and evaluate budgetary and financial data; monitor and control revenues and expenditures in accordance with established limitations.
Coordinate and schedule various appointments and meetings; make travel arrangements; reserve facilities; prepare and ensure proper completion of reimbursement forms; maintain and coordinate administrative calendars.
Compose correspondence independently on a variety of matters; compile and type various letters, reports, statistical data, memos, bulletins, lists and other materials as directed; prepare, format, edit and proofread written materials.
Composes correspondence, complex reports, resolutions, contracts, and other communications for inclusion within the City Council agenda
Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software; drive a vehicle to conduct work.
Plan, organize and implement long and short-term programs and activities designed to enhance assigned programs and services
Performs research, compiles data, and conducts studies, as assigned.
Reviews and submits bi-monthly payroll variances, for department or assigned staff.
Provides, assists with or coordinates training to others, as needed
Supervises staff including provision of timely performance evaluations; recommends and implements approved discipline; provides staff development; and maintains high standards necessary for efficient, professional operations
Builds and maintains respectful, positive working relationships with staff, supervisors, outside agencies and the public using principles of good customer service; provides effective conflict resolution, as needed.
Attends assigned meetings and training; interacts with outside agencies and commissions; participates in teams, or committees, as needed
Provides information to the public and staff regarding City operations and established administrative policies and procedures; researches inquiries from staff and the public and compiles information for inclusion in various reports.
Coordinates and distributes assigned work to subordinate personnel; establishes standards and instructs assigned staff in work methods; checks and corrects work in progress and upon completion; performs the more difficult work of the clerical staff; establishes standards of performance for each position supervised; operates City vehicles; and performs related work as required.
All other duties as assigned.
Advanced word processing, spreadsheet, database, electronic mail, publishing, and other business related computer software applications;
Municipal structure and organization in a Mayor-Council/City Manager form of government;
Principles of effective time management.
Safe work practices and related regulations.
Principles of conflict resolution and excellent customer service.
Provisions, principles and practices of municipal structure and organization
Correct English usage, spelling, grammar, and punctuation;
Modern office methods, procedures, secretarial practices, and business correspondence;
Filing systems and complex record keeping methods;
Modern office equipment and personal computers;
Appropriate safety precautions and procedures.
Budget principles and practices.
Oversee contracts and legal agreements for requirements and compliance.
Understand and comply with complex state and federal regulations, laws, codes, policies as related to assigned program area.
Perform research; compile and analyze data and prepare technical reports.
Understand City processes and procedures and specific requirements of assigned program area.
Diagnose and troubleshoot complex problems and provide and coordinate appropriate solutions.
Work with and control sensitive and confidential information and ensure security for assigned program area.
Facilitate and coordinate meetings or training.
Plan, initiate, manage and complete complex and multiple simultaneous work assignments or projects with a minimum of direction.
Assign, supervise, train, evaluate, and correct the work of subordinates;
Perform complex secretarial, clerical and administrative detail work involving independent judgment requiring thorough knowledge of city and department functions and municipal policies;
Take responsibility and use good judgment in the application of authority;
Read and interpret specific rules, laws and policies and apply them with good judgment in a variety of procedural situations;
Create clear and comprehensive reports, letters, and memoranda and keep complex records;
Devise or adopt office procedures in response to changing organizational needs;
Type accurately at a speed of 60 words per minute net corrected;
Manage and administer budget principles:
Perform routine and complex mathematical calculations;
Operate a vehicle observing legal and defensive driving practices;
Understand and carry out oral and written instructions;
Establish and maintain effective relationships with those contacted in the course of work.
EXPERIENCE AND EDUCATION
Any combination of training and experience that would provide the knowledge and skills and abilities is qualifying. A typical way to obtain the knowledge and skill and abilities is: Five years of increasingly responsible office support experience, including public contact and the full range of technical and advanced clerical duties.
Possession of an Associateís Degree from a two-year accredited college, with course work in secretarial science, office management, general business, or related field.
LICENSE AND/OR CERTIFICATES
Possession of a valid California Driverís License in the category necessary to perform essential duties of the position may be required at the time of appointment. Maintenance of a valid California Driverís license and proof of automobile liability insurance is a condition of continued employment.
Possession of a typing certificate verifying a typing speed of 60 words per minute net corrected.
Performance of the important duties of this position include the following physical demands and/or working conditions: Requires the ability to exert a small amount of physical effort in sedentary to light work involving moving from one area to another; requires sufficient hand/eye coordination to perform semi-skilled repetitive movements, such as typing, filing, data entry and/or the use of commonly used office machines and supplies; may involve extensive VDT exposure. Tasks require visual perception and discrimination as well as oral communications ability.
Class Established June 2016