Executive Assistant - City Manager's Office

  • City of Buena Park
  • Buena Park, California
  • Jan 16, 2020
Full Time Administration and Management Clerical and Administrative Support Customer Service Municipal or County Clerk Other Mid to Senior Level
  • Salary: $4688.67 Bi-Monthly
  • Salary Top: $5,938.42
  • Phone: (714) 562-3521
  • Apply By: Feb 09, 2020

Summary

BE A PART OF A DYNAMIC EXECUTIVE TEAM! 

The Office of the City Manager at the City of Buena Park is looking for an Executive Assistant with exceptional interpersonal skills to manage this fast-paced, high functioning executive office.

The Office of the City Manager is responsible for the daily operation of the City by implementing and managing policies, programs, goals and objectives approved by the City Council. Reporting directly to the City Manager, the ideal candidate will be experienced working with a fast-paced executive management team. Must be a politically savvy, reliable, self-motivated professional, willing to go that extra step in anticipating the needs of the department.  The successful candidate will be capable of managing their workload and prioritizing tasks in a multi-dimensional environment. Advanced Microsoft Office skills and strong written and verbal communication skills are a must. 


If you have a friendly and professional demeanor with strong communication, organizational, project management, and problem-solving skills with impeccable multi-tasking abilities, APPLY TODAY!

Job Description

DISTINGUISHING CHARACTERISTICS

The Executive Assistant is distinguished from lower jobs in the administrative support series by its direct reporting relationship to the City Manager and support of the City Council, and broader and continuing interfaces with political and elected officials, department heads, and local community representatives. The functions performed require a high level of sensitivity and tact as well as a thorough understanding of city programs, and the functions of various departments, commissions, and committees.  

ESSENTIAL FUNCTIONS 

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class. 

  1. Screens and directs incoming mail and email communications between the City Manager, City Council, and other staff members; determines the priority level and routes incoming correspondence, reports, requests, and instructions; handles or refers matters as directed; acts as liaison in coordinating matters between the City Manager's Office and other department heads and managers; refers or recommends referral of matters to appropriate departments and staff for follow-up action and reporting; periodically reviews outstanding items for needed actions and closure.
  2. Organizes and maintains calendar for the City Manager; arranges meetings, travel, and conferences for the City Manager and for City business; coordinates expense reimbursements.
  3. Schedules committee and staff meetings and appointments; assists in coordinating workshops, professional conferences, and special events.
  4. Composes, proofreads, and edits memoranda, correspondence, City Council transmittals, evaluations, and other documents and reports often of a highly sensitive and confidential nature on behalf of the City Manager and City Council; works from dictated notes or directions; ensures materials and reports for signature are accurate and complete; proofreads and checks typed and other materials for accuracy, completeness, and compliance with city standards, policies and procedures.
  5. Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and use of sound independent judgment; responds to requests for information and complaints, refers matters to appropriate city staff and/or takes or recommends action to resolve the request or complaint.
  6. Compiles information as part of the weekly City Manager's report; provides administrative support to other City staff in compiling City records; arranges and conducts City Hall tours. 
  7. Researches and assembles information from a variety of sources for the preparation of records and reports; reviews newspaper media and prepares copies of articles for distribution to appropriate parties.
  8. Organizes, archives, and maintains departmental records and files, including service requests and actions taken by departments and divisions in response to complaints, and Council directed inquiries; orders and maintains adequate office supplies.
  9. Prepares commendations, proclamations, and certificates for placement on the City Council agenda; procures recognition plaques, trophies, and awards for various recipients; arranges events, programs, and ceremonies.
  10. Assists in developing and compiling the annual budget for the City Council and City Manager's Office; monitors budget expenditures; coordinates and participates in the purchasing of equipment, materials and supplies.
  11. Compiles and maintains listings of attendees, costs and locations of City Manager and City Council conferences, as well as other key contacts for the City Manager and City Council.
  12. May function as a Notary Public for the City Manager and City Hall.

QUALIFICATIONS GUIDELINES 

Knowledge of: Office administrative and management practices and procedures; organization of city government, programs, and services; principles and practices of sound business communications; correct English usage, including spelling, grammar, diction, and punctuation; Municipal Code, ordinances, rules, policies, and procedures; financial record keeping and management practices; research methods and techniques; leadership techniques; effective customer service techniques. 

Ability to: Operate calculator and standard office equipment; operate computer equipment and word processing, spreadsheet, graphics, and specialized software programs; type at a net rate of 55 words per minute; make mathematical calculations; organize administrative work and set priorities; interpret, apply, and explain regulations, policies, and procedures; organize and maintain complex office records and files; compose, proofread, and edit correspondence; coordinate events and city calendar with City Manager and other public officials; conduct research; communi­cate effectively, both orally and in writing; prepare clear, accurate and concise memos, records, reports and other documents; maintain confidentiality of information; use a high degree of tact, discretion and diplomacy in dealing with sensitive situations and concerned and/or upset groups and individuals; establish and maintain effective working relationships with staff, management, consultants, vendors, contractors, city officials, other governmental agencies, business representatives, community organizations, interest groups, the general public, and others encountered in the course of work. 

PHYSICAL AND MENTAL DEMANDS 

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Physical Demands 

While performing the duties of this class, the employee is constantly required to sit, and occasionally to stand and walk. The employee must be able to talk, hear, use hands to finger, handle, feel or operate computer hardware and standard office equipment; and reach above and below shoulder level with hands and arms. The employee occasionally lifts and carries records and documents weighing more than 20 pounds. Specific vision abilities required by this class include close vision and the ability to adjust focus. 

Mental Demands 

While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data; use math and mathematical reasoning; analyze and solve problems; learn and apply new information; perform highly detailed work on multiple, concurrent tasks; meet intensive and changing deadlines and interact with staff, management, city officials, vendors, contractors, consultants, public and private representatives, and the general public. 

WORK ENVIRONMENT 

Employees in this class generally work under typical office conditions, and the noise level is usually quiet, at or below 85 decibels levels.

Job Requirements

EDUCATION/TRAINING/EXPERIENCE:

High School graduation or G.E.D. equivalent is required. Eight years of office administration, secretarial, and customer service experience is required. Experience in a supporting executive or management level position is highly desirable. Prior lead or supervisory experience is desirable.

LICENSES/CERTIFICATES/SPECIAL REQUIREMENTS:

May require certification as a Notary Public within one year of assignment to this job classification.

Special Instructions

Please mention you found this employment opportunity on the CareersInGovernment.com job board.

Additional Information

ORAL INTERVIEWS ARE TENTATIVELY SCHEDULED FOR THE WEEK OF MARCH 2, 2020


Applicants must file a concise and complete City application regarding their qualifications for the position online through the Human Resources Department webpage at  www.buenapark.com/hr as soon as possible. Applications may be accompanied by a resume describing experience, education, and training in relation to the requirements of the position, however, resumes will not be accepted in lieu of a City employment application. 


All applications will be reviewed and only those candidates determined to be most qualified on the basis of experience and education, as submitted, will be invited to participate in the selection process. The selection process may include but is not limited to oral interview and/or written exams and oral presentations. Successful candidates will be placed on the employment eligible list from which hires may be made. The list is valid for up to one year unless exhausted sooner.

The City of Buena Park is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, ancestry, national origin, gender, marital status, sexual orientation, religion, age, veteran status or disability.
 
The City of Buena Park Alcohol and Drug Abuse Policy requires that all applicants undergo drug and alcohol testing prior to employment.

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