EXECUTIVE ASSISTANT TO THE CITY MANAGER

City of Stockton, CA; Stockton (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

The City of Stockton seeks a high-level executive secretary to provide confidential support to the City Manager and staff. You will screen visitors, manage calendars, prepare documents, and coordinate cross-department workflows.

Requirements include a high school diploma or GED, six years of secretarial/office experience, and preferred two years of business/secretarial school training, with public agency experience preferred. A California driver's license is required.

Qualifications

• Discretion and independent judgment required in handling sensitive information.
• Ability to initiate tasks and manage competing priorities is essential.
• Strong organizational and time management skills are expected.

Responsibilities

• Receives and screens visitors and telephone calls, providing information.
• Maintains the City Manager's calendar and schedules meetings.
• Directs and trains office support staff.
• Researches and summarizes informational materials.
• Opens mail and routes for handling to appropriate department.
• Coordinates departmental activities with other City departments.
• Types drafts and prepares documents and reports.
• Initiates correspondence for signature by City Manager or staff.
• Reviews materials for completeness and accuracy, ensuring proper English usage.
• Organizes and maintains administrative files and follows up on tasks.
• Transmits information to others from the City Manager and staff.
• Keeps informed of pertinent City activities and deadlines.

Skills

Discretion

Independent judgment

Initiative

Education

High school diploma or GED

2 years business/secretarial school training

Job description

DEFINITION

EXCITING OPPORTUNITY

FLSA STATUS: Non-Exempt

THIS IS A CONFIDENTIAL AT-WILL (UNCLASSIFIED/UNREPRESENTED) POSITION. ONLY APPLICANTS WHO BEST FIT THE NEED OF THE CITY WILL BE REFERRED TO THE HIRING DEPARTMENT. (APPLICANTS WHO FAIL TO FULLY COMPLETE THE ON-LINE/SUPPLEMENTAL QUESTIONNAIRE WILL BE SUBJECT TO REJECTION.) PRIOR TO APPOINTMENT, CANDIDATES WILL BE REQUIRED TO SUBMIT TO AND SUCCESSFULLY PASS A BACKGROUND INVESTIGATION, WHICH WILL INCLUDE FINGERPRINTING.

CLASS CHARACTERISTICS

This is the highest level secretarial class of the City. This class is distinguished from other City secretarial classes in that the nature, diversity, and scope of responsibilities originating from this management level require the frequent use of discretion, initiative, and independent judgment, as actions can have a significant effect upon City operations or public relations activities. Responsibilities include regular contact with government officials, City Council or board or commission members; representatives of business or community organizations, the public, and all levels of City Personnel. This class is distinguished from Executive Assistant to the City Attorney in that the latter class provides similar office administrative and secretarial support to the City Attorney.

PRINCIPAL DUTIES (Illustrative Only)

• Receives and screens visitors and telephone calls, providing information which may require the use of judgment and interpretation of policies and procedures.
• Maintains the City Manager's calendar, scheduling meetings, screening request and ensuring that the City Manager is cognizant of meeting times and individuals.
• Directs and trains office support staff in the City Manager's office.
• Researches, compiles and summarizes a variety of informational materials.
• Opens mail and either personally handles or routes for handling to appropriate department.
• Coordinates departmental activities with those of other City department, including follow-up on projects assigned to other departments.
• Types drafts and a wide variety of finished documents, brief instructions, or printed materials; prepares reports using a personal computer system.
• Initiates specified correspondence independently for signature by the City Manager, Deputy City Managers or associated administrative staff.
• Reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
• Organizes and maintains various administrative, reference, and follow-up files.
• Transmits information to others from the City Manager and associated administrative staff.
• Keeps informed of pertinent City and departmental activities.
• Organizes own work, sets priorities and meets critical deadlines.

Qualifications

Possession of a high school diploma or a GED certificate, and six years of secretarial or office administrative experience. Two years of business or secretarial school training and experience as a department level secretary or above, and experience in a public agency setting are desirable.

Other Requirements

Must possess a valid California driver's license.

In accordance with California Government Code section 3100, et., seq., all City of Stockton employees are considered disaster service workers who may be required to report for duty or remain on duty to address disaster service activities in the event of an emergency or disaster and are required to undertake an applicable loyalty oath.

UNREPRESENTED - CONFIDENTIAL
NOTE: Employee Benefits are subject to change and are not guaranteed. For a detailed explanation benefits currently in effect, click here to view more information about the unrepresented employees' Compensation Plan.