|FLSA Designation: Non-Exempt
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
Under general direction of assigned executive/management staff member or designee, performs a wide variety of responsible, confidential, and complex administrative, technical, programmatic, and secretarial duties to relieve assigned executive/management staff of technical as well as general administrative details; participates in the development, implementation, and administration of administrative policies, procedures, and programs for assigned area; performs a full range of general accounting and bookkeeping duties for the assigned office; prepares a variety of fiscal, administrative, and operational reports; and serves as a liaison with other City departments and staff, outside agencies, and the general public including to provide information regarding City and departmental policies, procedures, and functions.
The Executive Assistant is an advanced level secretarial and administrative support class responsible for coordinating and participating in a wide variety of complex activities in support of the City Manager, City Council, City Attorney, or Police Chief as assigned. Incumbents are expected to perform the full scope of assigned duties and to exhibit independent judgment and initiative. Incumbents are responsible for performing high level, sensitive, and confidential secretarial and administrative support functions. This classification is distinguished from other classes in the administrative support series by the complex, responsible, sensitive, and confidential secretarial and administrative support provided to the office to which they are assigned. Responsibilities include regular contact with governmental officials, the City Council, representatives of business or community organizations, the public, and all levels of City personnel to exchange information and explain administrative policies and procedures while using tact and discretion.
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
- Performs a full range of secretarial and administrative duties in support of the City Manager, City Council, City Attorney, or Police Chief.
- Serves as contact and liaison for assigned functions and programs with other City departments and staff, the general public, and outside agencies and organizations; interacts with government officials, City Council, representatives from business and community organizations, the public, and all levels of personnel; resolves sensitive and controversial issues or refers to executive/management staff as appropriate; explains various programs, policies, and activities.
- Screens calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information and assistance; researches information related to City regulations and departmental policies; assists the public and other City staff in interpreting and applying City policies, procedures, codes, ordinances, rules and regulations in response to inquiries that often require the use of independent judgment and the understanding of policies and procedures.
- Collects, compiles, and analyzes information from various sources on a variety of specialized topics related to programs administered by the position or by executive/management staff; writes reports that present and interpret data, identify alternatives, and make and justify recommendations.
- Performs a wide variety of complex, responsible, and confidential duties for assigned office and staff; relieves executive and management staff of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
- Types, word processes, and proofreads a wide variety of reports, letters, memoranda, correspondence, resolutions, ordinances, statistical charts, and other documents; types from rough draft, verbal instruction, or transcribing machine; independently composes correspondence and reports related to assigned area of responsibility.
- Maintains a calendar of activities, meetings, and various events for assigned staff; coordinates activities with other City departments, the public, and outside agencies; directs and participates in coordinating and processing staff travel arrangements and prepares related expense reports.
- Performs a full range of accounting duties in support of assigned area; coordinates and tracks accounts payable and accounts receivable; may prepare department payroll for processing; may assist in coordinating, developing, and monitoring the assigned budget; monitors expenditures and purchasing activities; prepares purchase orders; receives, and records invoices and fees.
- Initiates, organizes, maintains, and controls access to complex filing systems and records including highly sensitive files; conducts periodic retention and purging of files in compliance with applicable guidelines.
- Utilizes various computer applications and software packages; maintains and generates reports from a database or network system.
- Collects information, designs, and produces newsletters, brochures, and other specialized documents using desktop publishing software and other computer applications.
- May provide staff support to committees or commissions including preparing agendas, packets, and related materials; prepares and coordinates publications, postings, and distribution of legal notices for public meetings and hearings, ensuring that legal requirements are met; may attend public meetings or hearings and be required to take and maintain minutes for such meetings.
- Participates in special projects as assigned.
- As assigned, files pleadings with the Superior Court; records documents at the County Recorder’s Office; obtains judges’ signatures on order to be filed with the Court; arranges for process server to serve various defendants; performs various research; prepares any necessary documentation for employee assistance or incentive programs.
- May direct, train, assign and review the work of office support staff as required.
- Performs related duties as required.
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.
Operational characteristics, services, and activities of assigned functions, programs, and operations of an executive office.
Functions and organization of municipal government.
Work organization principles and practices.
Modern office procedures, methods, and equipment including computers.
Computer applications such as word processing, spreadsheets, and statistical databases.
Principles and practices of fiscal, statistical, and administrative research and report preparation.
Principles of business letter writing and report preparation.
Methods and techniques of public relations.
Principles and procedures of record keeping.
English usage, spelling, grammar and punctuation.
Pertinent federal, state, and local laws, codes, and ordinances.
Government contracting procedures.
Basic practices and principles of budgeting.
As assigned, legal terminology, legal principles, and the forms and documents used in legal clerical work.
As assigned, rules regulating paralegal/legal assistants set forth in Business and Professions Code sections 6450-6455.
As assigned, legal procedures and practices involved in composing, processing and filing a variety of legal documents.
Perform confidential, responsible, and difficult secretarial and administrative support duties involving the use of independent judgment and personal initiative and resourcefulness in support of the City Manager, City Council, City Attorney, or Police Chief.
Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Understand, interpret, and apply administrative and departmental policies and procedures as well as pertinent laws, regulations, and ordinances.
Effectively represent the City to outside individuals and agencies to accomplish the goals and objectives of the unit.
Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press, or other agencies on sensitive issues in area of responsibility.
Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
Research, compile, analyze, and interpret data.
Prepare a variety of clear and concise administrative and financial reports.
Compile and maintain complex and extensive records.
Implement and maintain filing systems.
Independently prepare correspondence and memoranda.
As assigned, draft a variety of legal documents from stenographic notes, brief instructions, dictated tapes, or printed information.
Set priorities and meet critical deadlines.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
Operate and use modern office equipment including a computer and various software packages.
Type and enter data at a speed necessary for successful job performance.
Take and transcribe dictation at a speed necessary for successful job performance.
Plan, assign, and review the work of assigned clerical personnel.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Equivalent to the completion of the twelfth grade. Additional specialized course work in public administration, business administration, or a related field is desirable. A certificate of completion, a degree from an approved paralegal program or post-secondary institution, or at least four years experience as a legal secretary is highly desirable for service in the City Attorney’s office.
Four years of increasingly responsible administrative, secretarial, and clerical experience including two years as a secretary in a large department or organizational unit or as secretary for a complex technical function. Experience in a local government agency is desirable.
License or Certificate:
Possession of, or ability to obtain, an appropriate driver’s license may be required for some positions.
Possession of, or ability to obtain, a California commission as a Notary Public within one year of appointment may be required for some positions.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Environment: Work is performed primarily in a standard office environment with extensive public contact and constant interruptions.
Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.
Vision: See in the normal visual range with or without correction.
Hearing: Hear in the normal audio range with or without correction.