City of Murrieta, CA
Murrieta, California, United States
Apr 22, 2021
Full Time
Description and Essential Functions Connected by Amazing Employees The City of Murrieta is accepting applications for the position of Executive Assistant to fill one (1) current vacancy for our Police Department. The eligibility list established may be used to fill upcoming vacancies within this classification for up to one (1) year. POSITION The City of Murrieta is accepting applications for the position of Executive Assistant working directly for the Police Chief. The ideal candidate will be a creative, proactive, and professional; responsible for executing comprehensive communications. The ideal candidate will have prior administrative experience within or for a Police Department. DEFINITION Under direction, performs a variety of complex office administrative, secretarial, and clerical duties in support of an assigned Department Director and related management, professional, and supervisory staff, including planning, organizing, and overseeing the operations and functions of the assigned office; coordinates assigned programs, projects, and services with other City departments, divisions, and outside agencies; interacts frequently with the public and provides information or directs questions and requests to the appropriate staff; and performs related work as required. SUPERVISION RECEIVED AND EXERCISED Receives direction from an assigned Department Director. May provide technical and functional direction over and provides training to lower level staff. CLASS CHARACTERISTICS This is the highest-level general class in the administrative office support series responsible for performing a wide variety of complex office administrative, secretarial, and clerical duties for an assigned Department Director and related management, professional, and supervisory staff. Incumbents regularly work on tasks which are varied and complex, requiring considerable discretion and independent judgment. Positions in the classification rely on experience and judgment to perform specialized, confidential, and technical office support duties to an assigned department as well as performing various research and budgetary support functions. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines and methods to complete assignments. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements. This class is distinguished from the Senior Executive Assistant in that the latter is a single-position specialized class that provides complex administrative support to the City Manager's office, including the City Manager, Mayor, and City Council. ESSENTIAL FUNCTIONS Relieves Department Director of a variety of administrative details by assisting with duties of an advanced, complex, and sensitive nature; plans, organizes, and carries out administrative assignments and special projects related to assigned department, including assisting with budget preparation, planning, and implementation; recommends organizational or procedural changes affecting support activities; recommends improvements in work flow, procedures, and use of equipment and forms. Collects and compiles material for review and analysis; provides recommendations for changes in programs, policies, or procedures to improve efficiency and cost effectiveness of operations. Coordinates and participates in the preparation of department budget; monitors budget expenditures and revenues; initiates department purchases for office supplies and other items as assigned; authorizes payment of invoices. Performs other financial and accounting related duties, including receiving payments and reconciling them with purchasing orders, tracking vendor and invoice information, assisting with bid requests, price quotes, purchase and expenditure requests, and purchase orders. Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials. Composes, types, and edits a variety of documents including detailed and often confidential correspondence, forms, memos, reports, statistical reports, invitations, graphic materials, and specialized documents for the Department Director and other management and department staff from rough draft, dictation equipment, handwritten copy, verbal instructions, or from other material; proofreads materials for accuracy, completeness, compliance with departmental policies, format, and English usage, including grammar, punctuation, and spelling; inputs and retrieves data and text using a computer. Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files. Designs and implements file, index, tracking, and record keeping systems. May maintain department personnel files, including processing personnel action forms and sensitive/confidential personnel issues, preparing supervisor generated performance evaluation forms, processing accident/incident/workers' compensation claim forms, filing pertinent documents, maintaining files in a secure location, and providing information to supervisors and managers. May serve as secretary to a board, commission, or special task force; provides a variety of support to City boards, committees, and task forces, including coordinating and scheduling meetings, appointments, and speaking engagements; reserving meeting rooms; maintaining reports; compiling and distributing agenda packets; attending meetings; formatting and distributing minutes; and following-up on decisions as required. Prepares and processes reports, forms, and records, such as City Council agenda items, claims filed against the City, payroll, requests for payments, requests for proposals, bid packages, contracts and agreements, and reimbursement requests. Coordinates and integrates department services and activities with other agencies and City departments. Coordinates travel arrangements and accommodations for department personnel and submits all related paperwork. Maintains calendars and makes meeting arrangements; schedules meetings between City staff or between City staff and other groups or organizations; arranges for necessary set-up and materials to be available at meetings. Receives and screens visitors, telephone calls, emails, and regular mail; provides information to the public to ensure an understanding of departmental and City policies and procedures and handles issues that may require sensitivity and use of sound independent judgment; listens to questions and explains procedures according to existing guidelines; refers matters to appropriate City staff and/or takes or recommends action to resolve the request or complaints/follow up to ensure issue has been appropriately handled. May provide technical and functional direction and training assigned subordinates to ensure office work flow is maintained and office goals are met; assigns work according to changes in workload priorities; evaluates office and administrative functions to recommend changes in office procedures. Completes special projects as assigned. Observes and complies with City and mandated safety rules, regulations, and protocols. Performs other duties as assigned. Minimum Qualifications 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: Required: High School Diploma or equivalent (GED), supplemented by college-level coursework and/or specialized courses. Five (5) years of responsible secretarial experience or two (2) years of experience equivalent to an Administrative Assistant with the City of Murrieta. Highly Desirable: Administrative/Executive Assistant experience working within a Police Department or Local Government Admin Assistant highly desirable LICENSES AND CERTIFICATIONS Possession of a valid California Driver's License or other means that would allow travel to various City locations, meetings or trainings. Knowledge, Skills and Abilities / Physical Demands and Environmental Conditions KNOWLEDGE OF Practices and methods of office management and administration. Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions. Applicable Federal, State, and local laws, rules, regulations, ordinances, and organizational policies and procedures relevant to assigned area of responsibility. Principles and procedures of record-keeping and reporting. Principles and practices of data collection and report preparation. Business letter writing and the standard format for reports and correspondence. Business mathematics and basic statistical techniques. Principles of providing functional direction and training. City and mandated safety rules, regulations, and protocols. 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. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff. ABILITY TO Maintain confidentiality and discretion in handling and processing confidential information and data. Perform responsible administrative support work with accuracy, speed, and general direction. Provide varied and responsible office administrative work requiring the use of tact and discretion. Participate in the preparation of department budget, including gathering and analyzing data related to expenditures and projected charges and monitoring budget expenditures and revenues. Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. Compose correspondence and reports independently or from brief instructions. Understand and carry out complex oral and written directions. Research, analyze, and summarize data and prepare accurate and logical written reports. Make accurate arithmetic, financial, and statistical computations. Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work. Establish and maintain a variety of filing, record-keeping, and tracking systems. Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed. Plan, organize, and coordinate the work of assigned staff. Independently organize own work, set priorities, and meet critical time 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. 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 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 weighing 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. Supplemental Information APPLICATION PROCEDURE A City application form must be submitted online. Applicants can apply online at www.MurrietaCA.gov . SELECTION PROCESS - General Candidates must clearly demonstrate through their application materials that they meet the employment standards outlined above. All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process. Examinations for the position may consist of any combination of appraisal interview, performance test and writing exercise to evaluate the applicant's skill, training, and experience for the position. Successful applicants will be placed on an eligibility list. The City may also merge lists. The selected candidate(s) must successfully complete pre-employment clearances, which may include a physical, drug screen, and Live Scan background investigation. EQUAL EMPLOYMENT OPPORTUNITY The City of Murrieta is committed to providing equal employment opportunities to all employees and applicants for employment. All employment practices such as recruitment, selection, and promotions are administered in a manner designed to ensure that employees and applicants for employment are not subjected to discrimination on the basis of race, color, religion, sex, sexual orientation, national origin, age (over 40), marital or veteran status, genetic information, gender identity, gender expression, medical condition, disability, or any other basis that is inconsistent with federal, state or local laws. THE COMMUNITY Located just north of San Diego County, the City of Murrieta is home to approximately 115,000 people. Family-oriented with more than 52 parks, 1,300 acres of trails and some of the nation's top school(s), it is consistently ranked the top place to live in SW Riverside County and one of the safest cities in California. With some of the lowest unemployment in the state, City-based Police and Fire, and a high median income, Murrieta's offers its residents an exceptional quality-of-life in an engaged and connected community. THE DEPARTMENT The Murrieta Police Department was formed in 1992 and has grown to 101 sworn officers and 45 professional support staff. The Department is proud of its partnership with the community to fight crime and enhance the quality of life for those who live, work and play in Murrieta. The Police Department has its own communications center that provides dispatching services for Murrieta Police and Fire Departments. In addition to patrol and general investigations, the Police Department has sworn assignments to include juvenile investigations and school resource officers; task force positions to include auto theft, real estate fraud, gangs, parole/probation compliance and computer forensics; and assignments in traffic and off-road enforcement, SWAT, and crisis/hostage negotiations. It is the Police Department's mission to provide the highest quality service to the community. The Police Department anticipates hiring approximately 20 officers over the next two year. The FBI has ranked the City of Murrieta as the third safest city to live in. With the support of Murrieta voters through the addition of a local sales tax (Measure T), the Police Department is investing in additional personnel, equipment and technology that will allow us to maintain, if not improve our standing. MURRIETA GENERAL EMPLOYEES ASSOCIATION The following is a summary of the provided benefits to full-time employees in the represented unit. For further information, please refer to the unit's Salary Resolution or Memorandum of Understanding . RETIREMENT : The City participates inthe California Public Employees' Retirement System (CalPERS). Tier 1 (Classic Members hired prior to 12/30/2012) Final Compensation: Highest twelve (12) consecutive month period Member Contribution: 8.0% of compensation Formula: 2.7% at 55 Tier 2 (Classic Members hired on or after 12/30/2012) Formula: 2.0% at 60 Member Contribution: 7.0% of compensation Final Compensation: Highest thirty-six (36) consecutive month period Tier 3 (New Members) Formula: 2.0% at 62 Member Contribution: 50% of normal cost (currently 6.5% of compensation) Final Compensation: Highest thirty-six (36) consecutive month period MEDICAL INSURANCE : The City contributes up to $1,537.64 per month toward medical insurance for employees and their eligible dependents. RETIREE MEDICAL INSURANCE : Please refer to the unit's Memorandum of Understanding for details. DENTAL INSURANCE : The City pays for 100% of the premium for the employee and their eligible dependents. VISION INSURANCE : The City pays for 100% of the premium for the employee and their eligible dependents. LIFE INSURANCE : The City pays for 100% of the premium for a $50,000 life insurance policy. Additional life insurance is available. SHORT-TERM DISABILITY INSURANCE: The City pays for 100% of the premium for the employee. LONG-TERM DISABILITY INSURANCE : The City pays for 100% of the premium for the employee. DEFERRED COMPENSATION : Employees are eligible to participate in a deferred compensation plan through Nationwide Retirement Solutions and/orICMA-RC. The City shall contribute a matching amount not to exceed $1,200 per year. BILINGUAL PAY INCENTIVE : 2.5% of base pay for eligible members of the association who are fluent in the Spanish language. Note: The provisions of this summary do not constitute an expressed or implied contract. Any provision contained in this summary may be modified or revoked without notice. The types and levels of employee benefits provided, including City contributions toward benefit costs, are subject to change as a result of periodic contract negotiations between the recognized employee association and the City of Murrieta. 01 The information provided in your application must support your selected answers in the supplemental questions. The information you provide will be verified and documentation may be required. Please be as honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during an interview. By completing this supplemental questionnaire, you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal. Responses such as, "see resume" or "see application" will result in rejection of your application. Proof of education is required. Yes, I understand and agree No, I do not agree 02 What is the highest level of education you have completed? Less than a High School diploma or equivalent. High School Diploma or Equivalent (GED) Some college Associate's Degree Bachelor's Degree Master's Degree Doctorate Degree 03 Have you completed college-level coursework and/or specialized courses? Yes No 04 Please indicate the years of responsible secretarial experience you possess. None Less than 5 years 5 years or more 05 In reference to the previous question, at which employer(s) did you receive this experience? Please include the name of the employer and the dates of employment. If you selected "No experience" in the previous question, please indicate N/A. 06 Do you possess at least two years of experience in a classification that is equivalent to an Administrative Assistant with the City of Murrieta? Yes No 07 Please select your typing speed. Less than 35 WPM 35 - 50 WPM More than 50 WPM 08 Please select your level of proficiency with Microsoft Word or comparable software. No experience Basic: Opening, creating, and saving simple documents; using form letters/templates (not creating); cutting and pasting; etc. Intermediate: Creating letter templates; creating and using styles; cutting and pasting from unlike data sources; mail merge; setting up tabs, tables, and headers/footers; customizing toolbars; embedding Excel data; etc. Advanced: Creating macros; creating multiple section breaks with different page numbers; creating automatic table of contents; linking multiple documents; creating columns; embedding images and objects; etc. 09 Describe your experience using Microsoft Word or comparable software. In your response, provide a few examples to demonstrate your level of proficiency including the type of documents created, how and if you created the documents, the purpose of the documents. Also, include any specialized training you have received related to Word or comparable software. If you do not have any applicable experience, please indicate N/A. 10 Please select your level of proficiency with Microsoft Excel or comparable software. No experience Basic: Creating spreadsheets/worksheets; data entry; using and creating simple formulas; etc. Intermediate: Using complex formulas; creating charts and graphs; using macros; freezing/unfreezing panes; filtering/sorting, hiding/un-hiding data; etc. Advanced: Creating macros; creating complex spreadsheets; importing/extracting data from multiple sources and worksheets; pivot tables, V-lookup, etc. 11 Describe your experience using Microsoft Excel or comparable software. In your response, provide a few examples that demonstrate your level of proficiency including the type of spreadsheets created, how and if you created the spreadsheets, the purpose of the spreadsheets, and your level of responsibility inputting, retrieving, and maintaining data. Also, include any specialized training you have received related to Excel or comparable software. If you do not have any applicable experience, please indicate N/A. 12 How many years of administrative experience within a Police department do you possess? No experience. Less than one year. More than one, but less than two years. More than two, but less than three years. More than three, but less than four years. More than four, but less than five years. More than five, but less than eight years. More than eight, but less than ten years. More than ten years. 13 In reference to the previous question, at which employer(s) did you receive this experience? Please include the name of the employer, the dates of employment and the tasks you completed. If you selected "No experience" in the previous question, please indicate N/A. 14 Please indicate the years of professional administrative experience you possess with a government agency. No experience. Less than 4 years 4 years/Less than 6 years 6 years/Less than 8 years 8 years or more 15 In reference to the previous question, at which government agency(s) did you receive this experience? Please include the name of the agency, the job title you held and the dates of employment. If you selected "No experience" in the previous question, please indicate N/A. 16 How many years of customer service experience do you possess within a Police Department or in Public Service? No experience. Less than one year. More than one, but less than three years. More than three, but less than five years. More than five, but less than eight years. More than eight, but less than ten years. More than ten years. Required Question Closing Date/Time: 5/4/2021 11:59 PM Pacific
