Executive Assistant

Our goal is to positively impact our community by optimizing and engaging our workforce to elevate the human experience and quality of life in the City of Pico Rivera. The City proudly embraces a model of 21^st-century government; one that is transparent adaptive and committed to excellence in service both our community and employees.

The Parks and Recreation Department oversees a wide range of community services and facilities including Parks and Programs REACH Senior Services Contract Classes Media and Communications Special Events Transportation and the Pico Rivera Golf Course.

Each year thousands of residents and visitors enjoy the amenities maintained by the department which include over 100 acres of parks and open space a swimming pool athletic fields walking paths a Senior Center and batting cages.

The Administration Department is composed of five principal divisions: City Council City Attorney City Manager City Clerk and Pico Rivera Innovative Municipal Energy (PRIME). The Administration Department plays a critical role in providing leadership oversight and strategic direction for the Citys operations.

In addition to managing its own core functions the Administration Department provides essential support to all City departments at a citywide level. It ensures the consistent application of City Council policies fosters interdepartmental coordination and works to deliver responsive and effective customer service to both the community and City staff. Through this collaborative approach the department helps drive the Citys overall mission and vision forward.

The City of Pico Rivera is seeking two experienced Executive Assistants to join the or the Parks and Recreation Department and Administration Department. The Executive Assistant provides administrative and secretarial support to the Department(s); uses independent judgment and initiative in the planning organization and performance of responsible and confidential secretarial work; serves as point of contact for the Department coordinating communication information schedules and activities tracking activities to ensure appropriate response and/or timely completion. Work is varied complex and involves customer service responsibilities as well as professional work such as research analysis and report generation. Work will cover assignments dealing with every facet of the Departments operations. Special projects may be assigned from time to time.

The Executive Assistant shall be able to work independently with minimal supervision and is directly responsible for timely accurate production and completion of all assigned work including the adequacy of the work product.

This position reports to and works under the supervision of the Department Director. The Executive Assistant may supervise clerical staff.

City Hall is open Monday through Thursday 7:00 AM to 5:30 PM. Employees work a 4/10 schedule from 7:00 AM to 5:30 PM. This position could also be required to work non-traditional hours including nights early mornings weekends holidays special events community and commission meetings and based on the needs of the department.

The duties listed below are intended only as illustrations of the various types of work that may be performed by employees in this classification. Functions may be added modified or deleted to meet the needs of the City.

The ideal candidate will have the ability to perform the following essential tasks and duties:

• Manage mail phone calls and visitors ascertaining urgency of issues addressing those issues and/or routing them to the appropriate department staff member for response and follow-up.
• Schedule and coordinate appointments conferences meetings trainings special events; maintain appointment calendar and make travel arrangements.
• Track a variety of matters referred by the public staff City Manager and City Council and ensuring that responses and deadlines are met.
• Create and format a variety of written work products including letters staff reports analytical reports Request for Proposals (RFPs) agreements ordinances resolutions memorandums summaries presentations and other reports.
• Edit proofread and correct written materials for proper format spelling punctuation syntax and grammar.
• Compose and maintain confidential correspondence.
• Process and track Personnel Action Forms (PAs) and evaluations for Full-time and Part-time staff.
• Process and file incident reports.
• Attend and serve as Secretary to the Parks & Recreation Commission; prepare meeting agendas take and prepare meeting minutes and ensure compliance with public meeting protocols. This position also maintains communication between commissioners and the Director.
• Attend Ad Hoc and other meetings as assigned and prepare corresponding minutes by specific deadlines provided.
• Provide supervision and lead direction to clerical staff including organizing and assigning work conducting training and contributing to performance evaluations.
• Provide administrative support to the Parks & Recreation Commission and City Council including the preparation of agendas correspondence memos and the distribution of meeting materials and other formal documents.
• Manage and organize employee files leave requests and other confidential records.
• Assist with facility and gazebo reservations in accordance with City policies and availability.
• Serve as an Emergency Floor Coordinator and participate in assigned emergency preparedness functions and trainings.
• Act as the Primary Administrator for MyRec (Registration Software) ensuring accurate data management and program support.
• Assist in responding to public records requests public inquiries and internal requests for information.
• Support and monitor front counter operations to ensure staff provide excellent customer service to the public both in person and via telephone in a timely courteous and professional manner.
• Update revise or create forms pamphlets or checklists to assist applicants the public and internal staff with departmental processes.
• Assist in processing monitoring and maintaining department agreements budgets purchase orders credit card expenses and membership renewals; ensure all invoices are submitted and processed in a timely manner.
• Make authorized purchases and maintain department supply inventory; Organize and maintain all departmental records and files including scanning and indexing documents for compliance with records retention policies.
• Maintain and safeguard confidential information including but not limited to personnel records correspondence and sensitive department-related data .
• Review Department timesheets for accuracy and ensure timely data entry into the designated payroll system.
• Respond to emails and other correspondence evaluate and distribute incoming mail and assist in preparing for meetings and appointments as assigned.
• Attend meetings as requested taking notes and arranging necessary materials.
• Assist in the day-to-day office operations providing general support to department leadership and staff.
• Support administrative functions such as filing scanning copying and maintaining organized office systems and spaces.
• Regularly utilize a variety of computer software systems and applications as part of daily responsibilities.
• Manage and coordinate calendars for the Department Director community rooms recreation programs or shared conference spaces.
• Perform related duties as assigned in alignment with the needs of the department and the City.

Communicate with tact professionalism and diplomacy when interacting with City staff elected officials external agencies and the public.

Apply initiative discretion and sound judgment within established procedures and guidelines and rules.

Establish and maintain effective working relationships with supervisors colleagues consultants vendors developers external agencies businesses and the general public.

Multi-task and manage time effectively in a fast-paced setting.

• A high school diploma or equivalent (G.E.D.).
• Minimum 3-5 years of high-level administrative support experience related to duties similar to those described above.
• Proficiency in Microsoft Office Suite (Word Excel Outlook PowerPoint) internet-based platforms and related software applications.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Demonstrated professionalism and the ability to maintain confidentiality in sensitive matters.

• Prior municipal or public sector experience is strongly preferred.
• Experience in customer service or public contact is required.
• Leadership or supervisory experience is highly desirable.
• Supervisory or managerial training is preferred.
• Experience in coordinating travel arrangements and planning events is especially desirable.
• Bilingual in Spanish is highly desired.

Physical Demands

While performing the duties of this class the employee is regularly required to: sit for extended periods communicate clearly and effectively in person by telephone and via email; use hands and fingers handle feel operate and manipulate standard office equipment (e.g. computer keyboard telephone copier); and reach with hands and arms. The employee occasionally will be required to: walk and stand; lift carry and move files or documents weighing up to 20 pounds.

Specific vision abilities required include: close vision color vision depth perception and the ability to adjust focus.

Mental Demands

While performing the duties of this position the employee is regularly required to: use oral and written communication skills; read interpret and analyze data documents and solve problems; apply mathematical reasoning; learn and apply new procedures policies and technologies; perform highly detailed work on multiple concurrent tasks with frequent interruptions; work under deadlines and adapt to changing priorities; interact professionally and effectively with City officials community members media staff and various stakeholders.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee works in a typical office setting with a controlled environment. The noise level is generally quiet. Occasional attendance at evening and weekend meetings special events or off-site functions may be required.

• Must possess and maintain a valid Class C California Drivers License and a satisfactory driving record throughout the course of employment.
• If hired City employee will be enrolled in the Department of Motor Vehicles Employee Pull Notice Program.
• Proof of current automobile insurance is required.
• Mileage reimbursement is offered.
• Candidates must provide the City with a current typing certificate (acquired within the last 12 months) indicating a typing speed of at least 50 net words per minute (NWPM).
• Typing certification may be in the form of a certificate letter or test results form and must clearly state the following:
  1. Your name. Name of the issuing agency. Agencies acceptable are a government agency a temporary employment agency a business college an adult school or a public school system.
  2. The date of your test. The test must be dated within one year of the final filing date of this recruitment.
  3. Gross typing speed errors and net typing speed of the test. The minimum net typing requirements for this position are stated on the job announcement.
• Please attach a copy of your typing certificate/letter with your application materials or submit via email to . Applicants will not be considered for further review if their typing certificate/letter is not submitted.
  

The City of Pico Rivera provides reasonable accommodations for qualified individuals under ADA considering each situation on an individual basis. Individuals with qualified disabilities who need reasonable accommodation during the selection process must specify the accommodation needed in writing for the application and/or interview phase. If you have questions please contact the Human Resources Department staff: .

City of Pico Rivera Human Resources 6615 Passons Blvd. Pico Rivera CA 90660