EXECUTIVE ASSISTANT TO THE CITY MANAGER

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

Job summary

City of Stockton seeks an Executive Assistant to the City Manager's Office to provide complex secretarial and office administrative support. The role may oversee a small clerical team and requires discretion, initiative and independent judgment with regular contact with City officials and the public.

The position is confidential at-will (unrepresented) and requires the ability to manage calendars, drafts, correspondences, and reports while coordinating across departments.

Qualifications

• High school diploma or GED; six years of secretarial or office administrative experience preferred.
• Two years of business or secretarial school training and experience as a department level secretary or above; public agency experience desirable.

Responsibilities

• 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 requests 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.

Education

High school diploma or GED

Two years of business or secretarial school training

Experience as department level secretary or above

Job description

EXCITING OPPORTUNITY

FLSA STATUS: Non-Exempt

The City of Stockton is seeking to fill one (1) vacancy for an Executive Assistant to the City Manager's Office. Under direction, provides varied, complex and often confidential secretarial and office administrative assistance to the City Manager and associated administrative staff; may provide lead direction to a small clerical support staff; performs related work as assigned.

This is a confidential At‑Will (Unclassified/Unrepresented) position. Only those applicants who best fits the need of the City will be referred to the hiring department.

Prior to appointment, eligible candidates will be required to submit to and successfully pass a background investigation, which will include fingerprinting.

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.

• 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.

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.