Executive Assistant to the City Manager

Executive Assistant To The City Manager

To perform a wide variety of highly responsible, confidential and technically complex and detailed administrative office support duties for the City Manager; and to perform related administrative office duties and projects as assigned. The Executive Assistant to the City Manager is a single position classification and is the highest office administrative / secretarial class in the City. The primary responsibility is to manage the administrative work and to ensure efficient service for the City Manager's Office, City Council, and the public. Responsibilities require tact, discretion, diplomacy, initiative and independent judgment, as well as knowledge of City activities and a strong ability to implement City administrative procedures. This class is distinguished from other office administrative classes in that the nature, scope, and diversity of responsibilities 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. Receives general supervision from the City Manager. May exercise direct supervision over assigned administrative support staff. Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees may perform the essential functions of the job. Essential Functions (Illustrative Only) : Perform a wide range of highly responsible, confidential and technically complex and detailed administrative office duties for the City Manager or their designee; coordinate the City Manager's calendar; screen incoming calls and visitors; make travel arrangements and appointments. Create, organize, manage and maintain, copy and / or scan a variety of files and records, manuals, resource materials, and confidential files as assigned; monitor and purge files and records per appropriate document retention protocols; prepare staff reports and assist with website updates as backup as requested. Serve as the contact and liaison for assigned functions and programs with other City departments and staff, the general public, outside agencies and organizations; explain a variety of programs, policies and activities; refer to executive / management staff sensitive and controversial issues as appropriate. Perform a variety of special projects and research assignments as assigned by the City Manager or designee; plan, organize and schedule meetings and business lunches. Plans, directs, reviews, and evaluates the work of any assigned office staff; trains staff in work procedures; provides effective input into selection and discipline; ensures and coordinates coverage for the office at all times. Composes, prepares and proofreads confidential correspondence, reports, and other complex documents. Attend City Council meetings and other meetings to take minutes or perform other functions as assigned. Requisition, store, and maintain an inventory of office supplies and equipment. Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service. Foster an environment that embraces diversity, integrity, trust, and respect. Be an integral team player, which involves flexibility, cooperation, and communication. Perform related duties as assigned.

Knowledge of : Principles, practices, methods and trends of municipal government operations as needed to assume assigned responsibilities. Methods, procedures, techniques, and activities of assigned functions and programs including the administrative office procedures and processes of an executive office. Methods and principles needed for analysis; research, detailed records management and report writing. Technical knowledge, computer skills and other expertise needed for the specialized area of assignment. Principles and practices of public relations and internal / external customer service techniques. Principles of supervision, training, and employee development. Relevant local, State, and Federal laws, rules and regulations related to area of assignment. Ability to : Perform a wide variety of highly responsible, sensitive, complex and detailed administrative office support duties for the City Manager and related administrative office duties and projects. Intermittently, review and evaluate documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve issues for the public and with staff. On a continuous basis, sit at desk for long periods of time or stand at public counter; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone; write or use a keyboard to communicate through written means; and lift or carry weight of 10 pounds or less. Maintain confidentiality; use tact and discretion in communications with government officials, the City Council, representatives of business or community organizations, the public, and multiple levels of City personnel to exchange information and explain City administrative policies and procedures. Create, organize, manage, maintain and scan a variety of files and records, manuals, resource materials, and confidential documents and files. Prepare staff reports, create and maintain calendars, schedules, and a variety of other detailed documents in an accurate and timely manner. Manage special projects, attend meetings, take minutes, and organize events, meetings and trainings. Make process improvement changes to streamline procedures. Use sound judgment in recognizing scope of authority. Operate and use modern office equipment including computers and applicable software. Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities. Utilize appropriate safety procedures and practices for assigned duties. Establish and maintain effective working relationships with those contacted in the course of work. Work with various cultural and ethnic groups in a tactful and effective manner. Communicate clearly and concisely, both orally and in writing.

Education and Experience : Any combination of training and experience which would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be : Equivalent to the completion of an Associate's degree from an accredited college in business, public administration or a related field and five (5) years of responsible office administration experience including experience in providing support to executive level staff. Licenses and Certifications : Possession of, or ability to obtain, an appropriate valid California Drivers License.

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 to visit various City and meeting sites; vision to read printed material and a computer screen; and hearing and speech to communicate in person, before groups, 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 may occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Positions in this classification frequently lift and carry reports and records that typically weigh less than 20 pounds. Environmental Elements : 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.