Executive Assistant to the City Manager (09-26)

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

Job summary

The City of Whittier is seeking an Executive Assistant to the City Manager to perform a wide range of office and administrative support tasks for the City Manager and City Council. The successful candidate will manage calendars, coordinate meetings, prepare documents, and assist with special projects and budget information while maintaining confidentiality and discretion.

The role requires strong communication, organizational skills, and the ability to interact professionally with staff,

Qualifications

• Supports executive management with confidential information.
• Experience in calendar management and project coordination.
• Knowledge of city governance procedures and records.

Responsibilities

• Provide complex clerical support to executive management.
• Coordinate film permits and oversee special projects.
• Prepare documents, reports, and correspondence from drafts or instructions.
• Manage calendars, schedule meetings, and arrange travel.
• Attend Department Head meetings and liaise with the public.

Skills

Executive support

Calendar management

Confidentiality

Communication skills

Public interaction

Education

High school diploma or equivalent

5 years administrative/clerical support experience

Job description

Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.

DEFINITION:

Under general supervision, performs a wide variety of routine and complex office, clerical, and administrative support tasks and duties in support of the City Manager and City Council; assists the public by providing information personally or directing information requests according to established procedures.

DISTINGUISHING CHARACTERISTICS:

The Executive Assistant to the City Manager is the full working level classification in which incumbents are expected to independently perform the full scope of assigned duties. Incumbents perform a full range of office and administrative support duties, including organization and coordination of workload, maintenance of a calendar, scheduling of appointments, and preparation of documents. This classification is distinguished from the next lower class of Administrative Secretary by the performance of sensitive and confidential duties related to the administrative support of the City Manager, Mayor, and City Council.

SUPERVISION RECEIVED/EXERCISED:

Receives general supervision from the City Manager. Incumbents in this class do not routinely exercise supervision.

ESSENTIAL FUNCTIONS:

• Performs a wide variety of sensitive and confidential routine and complex office, clerical, and administrative support tasks and duties in support of the City Manager and City Council; assists the public by providing information personally or directing information requests according to established procedures.
• Coordinates film permits; coordinates and oversees a variety of special projects and programs as assigned by the City Manager; conducts research and provides recommendations regarding project activity.
• Demonstrates an understanding of applicable policies, procedures, and work methods associated with assigned duties; responds to questions and concerns from the general public requiring in-depth knowledge of the City; provides information as appropriate; receives visitors and telephone calls, directing them to the appropriate information source; represents the City to all callers and visitors in a professional and customer friendly manner.
• Uses computers to enter and prepare a variety of documents, including general correspondence, reports, memos, and fliers from rough drafts or verbal instructions; operates other automated office equipment; types drafts and a wide variety of finished documents.
• Compiles and maintains records and prepares reports; maintains a variety of files; assists in the preparation of the budget by gathering information, preparing justifications, and researching the prior year's sending; monitors accounts; performs account analysis.
• Sorts, files, prepares, maintains, and processes time sheets, personnel forms, purchasing forms, and claim forms.
• Schedules meetings and appointments; maintains a calendar for meetings and other events; arranges travel to meetings and conferences.
• Attends Department Head meetings.
• Establishes positive working relationships with representatives of community organizations, State/local agencies, City management and staff, and the public.

OTHER DUTIES:

• Assists in the preparation of Council agenda packets; purchases goods and office supplies.
• Provides back-up support to the Secretary to the Assistant City Manager.
• May be exposed to confidential and privileged information during the course of duties, which should be maintained as such.
• Performs other related duties as required.

PHYSICAL, MENTAL AND ENVIRONMENTAL WORKING CONDITIONS:

Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily office activities. The position also requires grasping, repetitive hand movement, and fine coordination in preparing statistical reports and data using a computer keyboard. Additionally, the position requires near and far vision in reading correspondence, statistical data, and using the computer, and acute hearing is required when providing phone and personal service. The need to lift, drag, and push files, paper, and documents weighing up to 25 pounds is also required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

QUALIFICATIONS:

Education and/or Experience:

Any combination of education and experience that has provided the knowledge, skills, and abilities necessary for an Executive Assistant to the City Manager. A typical way of obtaining the required qualifications is to possess the equivalent of five years of significant, directly related, and progressive administrative and clerical support experience of a highly confidential nature, and a high school diploma or equivalent, supplemented with specialized training in the clerical/secretarial field.

License/Certificate:

Possession of, or ability to obtain, a valid Class C California driver's license.

KNOWLEDGE/ABILITIES/SKILLS:

Knowledge of:

• Modern office, administrative, and clerical policies and procedures
• City codes and ordinances
• film permits
• complex clerical and administrative tasks
• basic principles of mathematics
• applicable Federal, State, and local laws, codes, and regulations
• methods and techniques of scheduling work assignments
• modern office procedures, practices, methods, and equipment, including a computer and applicable software
• methods and techniques for record keeping and report preparation and writing
• proper English, spelling, and grammar
• occupational hazards and standard safety practices

Ability to:

• Provide complex clerical support to executive management
• Read, understand, and review documents for accuracy and relevant information
• Use applicable office terminology, forms, documents, and procedures in the course of the work
• Maintain complex office and confidential records and files
• Issue film permits
• Oversee special projects and programs
• Meet critical deadlines
• Deal successfully with the public, in person, and over the telephone
• Courteously respond to community issues, concerns, and needs
• Perform mathematical calculations quickly and accurately
• Interpret, explain, and apply applicable laws, codes, and regulations
• Read, interpret, and record data accurately
• Organize, prioritize, and follow up on work assignments
• Work independently and as part of a team
• Make sound decisions within established guidelines
• Analyze a complex issue and develop and implement an appropriate response
• Follow written and oral directions
• Observe safety principles and work in a safe manner
• Communicate clearly and concisely, both orally and in writing
• Establish and maintain effective working relationships

Skill to:

Operate standard office equipment, including a computer and variety of word processing and software applications.

Medical:

Applicants will be required as a prerequisite to employment to successfully pass a physical examination, including a drug screen, the cost of which will be paid by the City.

Selection/Exam Process:

The person selected will be expected to perform all the functions of the position. Based on a review of the applications and the supplemental applications received, the candidates appearing to be the most qualified and meeting the City's particular needs will be invited in writing to the exam process. A candidate must achieve a passing score on each exam to proceed to the next exam.

Exam Information:

Panel Oral Interview: 100%

The provisions of this announcement do not constitute an expressed or implied contract and any provisions contained in this announcement may be modified or revoked without notice.

The City of Whittier is an Equal Opportunity Employer