Executive Assistant to the City Manager

****SALARY SCHEDULE CURRENTLY UNDER REVIEW******

Under the direction of the City Manager or designee, performs highly responsible, confidential and complex administrative and office management support functions for the City Manager, Assistant City Manager,  City Council and City Clerk; acts as a liaison with City departments, staff, outside agencies and the general public; and ensures the efficient operation of the City Manager's office.

Knowledge of:  Operations, services, and activities of executive managers and elected officials protocols; principles and practices of office management; office procedures, methods and equipment including computers applications such as Word, Excel and PowerPoint and City-wide software programs; pertinent federal, and local laws, codes and regulations; functions of public agencies, including the role of an elected Council and appointed boards and commissions; organization, operation and services of the City; principles and practices of sound business communication; principles of business letter writing and report preparation; English usage, spelling, grammar and punctuation; customer service and public relations methods and techniques. 

Ability to: Understand, interpret and apply general and specific administrative and departmental policies and procedures; understand, interpret and explain and apply applicable federal, state and local policies, laws and regulations; manage multiple and rapidly changing priorities to meet the needs and expectations of executive staff and elected officials; organize, set priorities and exercise sound independent judgement within areas of responsibility; interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies; organize, research, and maintain complex and extensive office files; compose correspondence, prepare documents and make arrangements from brief instruction; communicate clearly and effectively orally and in writing; prepare clear accurate and concise records and reports; maintain highly sensitive and confidential information; establish and maintain highly effective working relationships with City officials and executives, officials of other governmental agencies, community organizations, interest groups, City staff and others encountered in the course of work. 

Physical and Environmental Demands:  Sufficient physical ability to work in an office setting: sit, stand, walk, reach, twist, turn, kneel, bend, squat, stoop for prolonged period of time, and/or strength and agility to lift up to 25 lbs.

Examples of Duties Performed

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth to address business needs and changing business practices.

• Performs a variety of responsible, confidential and complex administrative, and technical duties for the City Manager; using standard office software, composes and/or types memorandums, correspondence, agenda items, reports, presentations, spreadsheets, forms and other documents, often of a highly sensitive and confidential nature; proofreads and checks documents for accuracy and completeness; ensures materials, reports and documents for signature are accurate and complete; responds independently to correspondence and email inquiries.

• Acts as liaison in coordinating matters between the City Manager's office, City Council, department directors, and representative of outside agencies; responds to requests for information and direction on behalf of the City Manager's office; follows up on various assignments to ensure that needed actions is taken; and performs routine public relations duties over the phone and in person.

• Answers questions and provides information to City staff and the public regarding City procedures and policies; follows up on sensitive customer complaints and inquiries.

• Maintains calendars for the City Manager, department and/or specific programs; coordinates, schedules, arranges and confirms meetings, appointments, conferences, hearings and community/intergovernmental events; coordinates activities with City departments screens requests for appointments.

• Coordinates, makes, processes and confirms travel and other arrangements for conferences and business trips; prepares itineraries and compiles expense reports.

• Receives sorts and distributes correspondence to staff within the City Manager's office, City Council and City Clerk.

• Assist in a variety of department operations; perform special projects and assignment as requested.

• Assists in the preparation and distribution of agendas, minutes and public notices; performs official duties in the absence of the Deputy City Clerk and City Clerk.

• Attends meetings as requested by the City Manager; may act on the behalf of the City Clerk and attend evening Council meetings in his/her absence.

• Provides clerical support to City Council and City Clerk as requested.

• Performs related duties as assigned.

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

Education:  High school diploma or equivalent is required.  An Associate's degree from an accredited college or university is highly desirable.

Experience:  Three years increasingly responsible professional-level administrative experience.  Demonstrate proficiency in advanced computer software skills in Word, Excel, PowerPoint, etc., in addition to advanced research techniques.  Experience in a municipal government setting is highly desirable. 

License; Certificates; Special Requirements:  A valid Class C California driver's license. Work may be required on evening meetings; type net 55 words per minute

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• City of Santa Paula

• 8059334207