Executive Assistant

Description

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.

• Benefits: Cafeteria Plan (City of Antioch pays 100% of Kaiser rate, up to family tier)
• Retirement: CalPERS Classic Members 2.7% @ 55, New PEPRA Members 2% @ 62
• 457 Deferred Compensation Option
• Life Insurance
• Plus More!

SUMMARY DESCRIPTION

Under direction, performs a full range of varied complex, sensitive, highly responsible, and confidential office administrative, secretarial, advanced clerical, and routine programmatic support functions of a general or specialized nature in support of the City Manager’s Office with only occasional instruction or assistance; exercising judgment and initiative, relieves assigned staff of clearly defined and delegated administrative or technical detail; and assists the City Manager, Mayor, City Council members, and associated administrative staff with special programs, projects, and research.

DISTINGUISHING CHARACTERISTICS

The Executive Assistant classification is distinguished from the Administrative Secretary class in that the incumbent in the Executive Assistant class provides a full range of executive staff support to the City’s chief executive officer, Mayor, City Council members, and associated administrative staff. This class performs the more difficult and complex administrative support tasks involving a thorough knowledge of the policies and procedures of the assigned office with a significant degree of independent judgment. The incumbent in the Executive Assistant class is assigned significant responsibility for carrying out administrative and office secretarial duties, frequently of a complex, highly sensitive, and confidential nature in the assigned office, often in a rapidly changing environment. The incumbent may also perform technical duties in support of assigned operations. The technical nature of the work and the frequent use of initiative, independent judgment and discretion in dealing with a variety of individuals coupled with the need for highly developed office administrative skills differentiate this class from other administrative classes.

Examples of Duties

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.

1.Perform a wide variety of varied, complex, sensitive, highly responsible, and confidential office administrative, secretarial, advanced clerical, and routine programmatic support functions in support of assigned programs, divisions, and/or department with only occasional instruction or assistance; relieve supervisor of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.

2.Plan and organize work activities; recommends improvements in workflow, procedures, and use of equipment and forms; implement improvements as approved; develop and revise office forms and report formats as required; organize and maintain filing systems.

3.Serve as liaison between assigned office and the general public, City staff, and outside groups and agencies; provide general and specialized information and assistance regarding assigned function that may require the use of judgment, tact, and sensitivity and the interpretation of policies, rules, and procedures as appropriate; explain programs, policies, and activities related to specific program area of assignment.

4.Receive and screen communications to the assigned executive staff members including office visitors, telephone calls, e-mail messages, and mail; provide assistance using independent judgment to determine those requiring priority attention; calendar appointments; refer callers and/or complaints to appropriate City staff for further assistance as needed and/or take or recommend actions to resolve the complaint; develop and implement tracking systems.

5.Prepare special reports and perform special projects that may require researching, gathering, and organizing information from a variety of sources; assist assigned staff with special projects as assigned; research information as requested.

6.Draft and/or type, word process, format, edit, revise, and print a variety of documents and forms including reports, correspondence, memoranda, agenda items and reports, agreements, ordinances, resolutions, technical and statistical charts and tables, and other specialized and technical materials from rough drafts, dictation, modified standard formats, and brief verbal instructions.

7.Proofread, verify, and review materials, applications, records, and reports for accuracy, completeness, and conformance with established standards, regulations, policies, and procedures; ensure materials, reports, and packets for signature are accurate and complete.

8.Develop, revise, and maintain standardized and master documents; compose correspondence, reports and informational materials; assist in designing and producing technical information handouts; copy, disseminate, and post documents and information as appropriate.

9.Participate in the collection, compilation, and analysis of information from various sources on a variety of specialized topics related to assigned programs; participate in the preparation of reports that present and interpret data, identify alternatives, and make and justify recommendations.

10.Maintain accurate and up-to-date office files, records, and logs for assigned areas; develop, prepare, and monitor various logs, accounts, and files for current and accurate information including manual and computer logs other specialized or technical documents processed; maintain and process payroll records.

11.Compile, prepare, and enter data into a computer from various sources including accounting, statistical, and related documents; create and maintain computer-based tracking information and reports including assigned databases, records, and lists; create standard statistical spreadsheets; input corrections and updates; assist in the compilation of reports.

12.Assist in assembling and preparing the annual budget for assigned area; monitor expenditures against budget; prepare purchase requisitions and requests for payment.

13.Attend to a variety of office administrative details such as ordering supplies, arranging for equipment repair, transmitting information, and keeping reference materials up to date; organize and maintain office and specialized files in accordance with the City’s records management program.

14.Maintain calendar of activities, meetings, and various events for assigned staff; coordinate activities and meetings with other City departments, the public, and outside agencies; coordinate and arrange special events as assigned; schedule meetings; coordinate arrangements and set up meeting rooms; notify participants; prepare and/or assemble meeting materials.

15.Coordinate, make, process, and confirm staff travel arrangements; arrange for transportation and accommodations for travel; check and process expense claims.

16.Operate a variety of office equipment including a computer, typewriter, copier, facsimile machine, and adding machine.

17.Utilize various computer applications and software packages; develop, enter data, maintain, and generate reports from a database or network system; design, maintain, and utilize data to develop reports using spreadsheet software; create, format, and revise charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing software.

18.Perform related duties as required.

Typical Qualifications

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.

Knowledge of:

• Organization, operation, functions, and services of the City and of outside agencies as necessary to assume assigned responsibilities.
• Principles and practices of office administration.
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
• Principles and practices of fiscal, statistical, and administrative research and report preparation.
• Principles and practices of sound business communication.
• Principles of business letter writing and report preparation.
• Basic principles and practices of budget preparation and administration.
• Basic accounting and bookkeeping principles and practices.
• Records management principles and procedures including record keeping and filing principles and practices.
• Mathematical principles.
• English usage, spelling, grammar, and punctuation.
• Customer service and public relations methods and techniques.
• Methods and techniques of proper phone etiquette.
• Pertinent federal, state, and local laws, codes, and regulations.

• Independently perform a full range of varied complex, sensitive, highly responsible, and confidential office administrative, secretarial, advanced clerical, and routine programmatic support functions of a general or specialized nature in support of assigned programs, division, and/or department with only occasional instruction or assistance.
• Plan and organize work to meet changing priorities and deadlines.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Understand, interpret, and apply general and specific administrative and departmental policies and procedures.
• Interpret and apply applicable federal, state, and local laws, codes, and regulations.
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
• Type or enter data at a speed necessary for successful job performance.
• Participate in researching, compiling, analyzing, and interpreting data.
• Prepare clear, accurate, and concise reports.
• Establish, organize, and maintain a variety of specialized files and records.
• Independently prepare correspondence and memoranda.
• Perform mathematical calculations.
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Understand and carry out oral and written directions.
• Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press, or other agencies on sensitive issues in area of responsibility.
• Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
• Utilize public relations techniques in responding to inquiries and complaints.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

• Equivalent of the completion of the twelfth grade supplemented by specialized or college level course work in secretarial science, office procedures, business administration, or a related field.

• Five years of increasingly responsible secretarial and office administrative support experience
• Including experience providing assistance to management personnel.
• Some experience in municipal government is desirable.

Supplemental Information

EEO/ADA: The City of Antioch is an Equal Employment Opportunity (EEO) and Americans with Disabilities Act (ADA) compliant employer, committed to providing equal employment opportunity to all employees and applicants. If you have a disability and require accommodations in the testing process, please contact Human Resources at 925-779-7020 or [email protected] prior to the final filing date.