Executive Assistant to the City Manager

El Monte; El Monte (CA); On-site; USD 65,000 - 85,000; Full time

Job summary

The City of El Monte is seeking a skilled executive assistant to the City Manager and Assistant City Manager. The role requires handling confidential administrative tasks, directing staff, managing budgets, and coordinating complex schedules for city leadership.

Qualifications include an associate degree in public/business administration and at least five years in high-level office support, with strong communication, organizat ion, and customer-service skills.

Qualifications

• Bachelor’s degree or equivalent in public administration, business administration, or related field preferred.
• Minimum five years’ experience in executive office support or administration.

Responsibilities

• Serves as primary liaison for the City Manager’s Office with staff, the public, and outside agencies; provides information on procedures and policies.
• Oversees administrative operations of the City Manager’s Office; directs and reviews work plans and coordinates programs.
• Manages staff training and ensures timely completion of assignments and compliance with timelines.
• Maintains calendars, coordinates travel, schedules conferences, and coordinates meetings with officials.
• Prepares documents, presentations, and budget reports; handles invoices and monitors expenditures.

Skills

Office management

Budget administration

Public administration knowledge

Staff training

Customer service

Communication

Education

Associate degree in public/business administration

Tools

MS Office

ERP systems

Job description

THIS RECRUITMENT MAY CLOSE BEFORE THE DEADLINE LISTED ABOVE OR UPON RECEIPT OF THE FIRST 100 APPLICATIONS, WHICH EVER COMES FIRST.

DEFINITION

Under direction, performs a broad range of highly responsible, complex, and confidential office administrative support duties for the City Manager and Assistant City Manager; manages the office administrative functions of the City Manager’s Office; acts as the first point of contact for the City Manager and provides information to the public and staff requiring considerable knowledge of City and department services, policies, and procedures; provides administrative support in the development of the budget; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from the City Manager. Exercises technical and functional direction over and provides training to lower-level staff.

CLASS CHARACTERISTICS

This classification is responsible for performing highly responsible and complex administrative support to the City Manager and Assistant City Manager. Incumbents perform a variety of administrative and project coordination support work for the City Manager and associated staff. The work requires extensive public contact, the frequent use of tact, discretion, and independent judgment, knowledge of City activities, and the ability to conduct independent projects.

EXAMPLES OF TYPICAL JOB FUNCTIONS

(Illustrative Only)

• Serves as primary contact and liaison for the City Manager's Office with other City staff, the general public, and outside agencies and organizations; represents the department to public and private groups, organizations, and other City groups; answers questions and provides information to City staff and the public regarding City procedures and policies.
• Oversees administrative operations of the Office of the City Manager; directs, coordinates, and reviews the work plan for assigned services and programs; assigns work activities, projects, and programs; recommends improvements in workflow, procedures, and use of equipment and forms; implements improvements as approved.
• Oversees and reviews the work of office staff responsible for providing clerical tasks in support of the department; provides training as necessary; provides information on office procedures; and reviews and monitors work assignments to ensure quality and completion according to established timelines.
• Maintains calendar of activities, meetings, and various events for the City Manager; coordinates travel arrangements; schedules use of conference rooms; coordinates meetings and conferences with public officials.
• Answers incoming telephone calls and e-mails from elected officials, City staff, and members of the community; provides information and answers questions; addresses resident issues and concerns; refers issues to the appropriate staff or department; follows up on sensitive customer complaints and inquiries.
• Composes, types, formats, and proofreads a variety of documents and correspondence including presentations, letters, emails, memoranda, budget reports, spreadsheets, and related business documentation; checks drafts for punctuation, spelling, and grammar, and suggests corrections; independently responds to letters and general correspondence of a routine nature.
• Reviews timekeeping and other personnel related information for accuracy and completeness.
• Provides support in the preparation and administration of the department budget; processes invoices and monitors expenditures including creating, reviewing, and processing purchase requisitions and purchase orders; monitors approved budget accounts; recommends modifications or adjustments as appropriate.
• Organizes, archives, copies, maintains, and retrieves records, documents, reports, and files.
• Collects and maintains inventory of office equipment and supplies; arranges for the repair and maintenance of office equipment.
• Observes and complies with City and mandated safety rules, regulations and protocols.
• Performs other duties as assigned.

QUALIFICATIONS

Knowledge of:

• Principles of providing functional direction and training.
• Business and administrative services operations.
• Principles and practices of business documentation composition and development.
• Practices and methods of office management and administration, including the use of standard office equipment.
• Principles and practices of data collection and report preparation.
• Business letter writing and the standard format for reports and correspondence.
• The organization and functions of the Office of the City Manager and municipal government.
• Business mathematic principles.
• City-wide operations, policies, procedures, and processes.
• City and mandated safety rules, regulations and protocols.
• Principles and practices of record keeping and records management.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Plan, organize, and coordinate the work of assigned staff.
• Effectively provide staff leadership and work direction.
• Maintain confidentiality of privileged and sensitive information; and assure discreet handling in all aspects of client, staff, and City information.
• Provide a full range of specialized technical and administrative support duties for the City Manager’s Office.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Participate in the preparation of the department budget, including gathering and analyzing data related to expenditures and projected charges and monitoring budget expenditures and revenues.
• Demonstrate a high level of sensitivity, tact, discretion, and professionalism in representing the City Manager's Office to other City staff and external agencies.
• Balance multiple demands and prioritize accordingly.
• Maintain professionalism and composure, and handle disputes and complaints in a calm, courteous, and tactful manner.
• Prepare and maintain accurate and precise written documents such as reports, records, forms, agendas, presentations, and correspondence.
• Perform mathematic computations with speed and accuracy.
• File and maintain automated and hardcopy records with accuracy.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to the work performed.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education:

Equivalent to an associate degree with major coursework in public administration, business administration or a related field.

Experience:

Five (5) years of increasingly responsible experience providing office management and administrative support to executives, including two (2) years of lead experience.

Licenses and Certifications:

• None.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person 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 occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

ENVIRONMENTAL CONDITIONS

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.

E-Verify

The City of El Monte is an E-Verify employer. E-Verify is an Internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States.