Executive Assistant II

City of Calabasas; Calabasas (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

City of Calabasas is seeking a highly organized executive assistant to provide comprehensive secretarial support under general supervision for a department head. The role includes preparing letters and reports, maintaining calendar schedules, coordinating meetings and travel, and compiling agenda packets and minutes for several commissions and boards.

The position requires accurate data entry, record keeping, accounts payable oversight, contract tracking, and responding to public inquiries.

Qualifications

• High school diploma or equivalent with four years of clerical experience, including at least one year supporting a department head.
• Municipal and library operations experience preferred.

Responsibilities

• Prepare moderately complex letters and reports.
• Develop and maintain moderately complex spreadsheet programs.
• Perform keyboarding, data entry, and filing.
• Assist with verifying payments, respond to inquiries, provide routing or procedural information, field calls and direct work orders.
• Coordinate the agenda packet, reports, and minutes preparation for several Commissions and/or Boards.
• Maintain appointment schedules, arrange meetings and conferences, coordinate travel arrangements.
• Oversees library space meeting calendars.
• Prepare a variety of moderately complex documents in draft and final form using a personal computer and word processing software.
• Lead interdepartmental administrative workload as the lead executive assistant.
• Operate a variety of office equipment.
• Assist in moderately complex research data collection and report preparation.
• Monitor contract issues, including tracking of contract expiration dates and renewals and the drafting of contract modification language.
• Screen calls and provide a variety of assistance to the public and other agencies.
• Perform some moderately complex accounts payable.
• Attend periodic evening meetings and weekend events.
• Perform other related duties as required.

Skills

Calendar management

Customer service

Record keeping

Verbal and written communication

Education

High school diploma or equivalent

Tools

Word processing

Spreadsheet software

Calendar software

Job description

Definition:

Under general supervision, performs a wide variety of complex secretarial support duties for a department head.

Essential Job Duties:

The following tasks are essential for this position. Incumbents in this classification may not perform all of these tasks, or may perform similar related tasks not listed here.

1. Prepares a variety of moderately complex letters and reports.
2. Participates in the development and maintenance of moderately complex spreadsheet programs.
3. Performs keyboarding, data entry, and filing.
4. Assists with verifying payments, responding to moderately complex inquiries, providing routing or procedural information, fielding calls and directing work orders.
5. Coordinates the agenda packet, reports, and minutes preparation for several Commissions and/or Boards.
6. Maintains appointment schedules, arranges meetings and conferences, coordinates travel arrangements.
7. Oversees library space meeting calendars.
8. Prepares a variety of moderately complex documents in draft and final form using a personal computer and word processing software.
9. Manage the relevant interdepartmental administrative workload, by functioning as the lead executive assistant.
10. Operates a variety of office equipment.
11. Assists in moderately complex research data collection and report preparation.
12. Monitors contract issues, including the tracking of contract expiration dates and renewals and the drafting of contract modification language.
13. Screens calls and provides a variety of assistance to the public and other agencies.
14. Performs some moderately complex account clerk work such as maintaining accounts and assisting with budgets.
15. Attends periodic evening meetings and weekend events.
16. Performs other related duties as required.

Minimum Knowledge, Skill and Ability:

Knowledge of:

• Personal computers and related software, including digital calendars.
• Office methods and procedures.
• English usage, spelling, grammar, and punctuation.
• Record keeping principles and procedures.

Skill and Ability to:

• Operate a variety of office equipment including personal computer and related software.
• Understand and follow verbal and written direction.
• Deal with the public in person or on the telephone.
• Establish and maintain cooperative working relationships.
• Code, post, and monitor accounts payable.
• Maintain records.

Training and Experience:

Any combination equivalent to training and experience that could likely provide the required knowledge, skills and abilities would be qualifying. A typical way to obtain the knowledge, skills and abilities would be: graduation from high school or equivalent and four years clerical experience, with at least one of those years providing administrative support to a department head or director. Municipal and library operations experience preferred.

Licenses and Certificates:

Possession of a valid California driver's license is required.

Physical Requirements and Working Conditions:

• Requires vision (which may be corrected) to read small print.
• Requires mobility of arms to reach and dexterity of hands to grasp and manipulate small objects. Lower body mobility may not be required.
• Performs lifting, pushing and/or pulling which does not exceed 50 pounds and is an infrequent aspect of the job.
• Subject to inside environmental conditions.
• May be required to work at a video display terminal for prolonged periods.
• May be required to work evenings and on weekends.