Executive Assistant to the City Council
Executive Assistant to the City Council
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
$ 84725 - 104960
1 Vacancy
Job Description
Job Summary
Who We Are
What We Do
Policy and Management provides overall direction and support to ten City departments for the implementation of City Council policy. Through strong leadership strategic vision and professional management the Department ensures that City initiatives and operations are cost efficient and effective. The Department sets the highest standard for the development coordination and implementation of municipal programs to meet the short and long-term needs of the community.WhoWere Looking For
The City of Beverly Hills is seeking an outstanding Executive Assistant to the City this position you will be expected to perform a wide variety of responsible complex and sensitive administrative and secretarial duties in support of City Council and the Policy and Management Department. This role provides administrative support for assigned projects or programs for the department which includes attending meetings as needed greeting/assisting individuals providing information to internal/external customers receiving telephone calls including complaints and using judgment to determine which calls require priority attention. This role is also expected to plan schedule coordinate issue meeting invitations and implement departmental special events conferences trainings meetings and conference calls. This position provides follow-up to assignments including status reports and updates as needed. The ideal candidate will be responsible dependable and display a passion and commitment to working in a fast-paced environment. We are looking for a team player that has outstanding written and verbal communication along with excellent customer service skills. This position reports directly to the Deputy City Manager of the Policy and Management Department.
Detailed Job Description
Executive Assistant to the City CouncilSelection Process
Candidates must meet the minimum qualificationsasoutlinedin thejob bulletinat the time of submissionunless specified otherwise.
When an application is being reviewedonly informationincluded in theEducation WorkExperience Certificates and Licenses and Skillssections of the application will be consideredtodeterminewhether an applicant meets the minimum qualifications.
Rsumsand cover letters are notreviewed orconsidered when screening for minimum qualifications.
Rsums and cover letters are not accepted in lieu ofa complete job application.
Required supplemental attachments(i.e. diplomasdegreescertificationsor transcripts etc.)must be included as part of the original applicationand may not be emailed separately unless explicitlystatedotherwiseor approved to besubmittedseparately.
Applications must have clearconciseand complete informationregardingtheir qualifications for the position including detailed responses to all supplemental questions if applicable.
Incomplete applicationswill not be considered or reviewed.
If you have problems creating a user account or submitting your onlineapplication please review theonlineapplicantguide or contact NEOGOV applicant support directly at 855.524.5627 (Pleasenote: Applicant Supporthours are Monday through Friday 8am - 5pm Pacific Time and depending on call volume may be an automated voicemail system or live support).
Theutilizationof Artificial Intelligence (A.I.) during any step in the selection process will be grounds for disqualification.
The selection process may include any combination of the following:- Supplemental Questionnaire
- Training and Experience Evaluation
- Online Written Examination
- Departmental Interview
Major Duties
The Executive Assistant to the City Council performs complex responsible and sensitive clerical/administrative office duties in direct support of the City Council members and performs other support activities in the Policy and Management office operations.
The responsibilities and essential duties performed on a frequent and recurring basis by an incumbent include the following:- Performs clerical administrative and office management duties in support of elected and appointed officials executive and management staff.
- Greets and provides information and assistance at a reception desk over the telephone and electronically; answers telephone calls and assists visitors by providing the appropriate information taking message or referring to the appropriate department or City staff.
- Responds to routine inquiries requests and complaints as well as more difficult and complex inquiries and concerns regarding City-wide services policies and programs; makes referrals to appropriate staff members; explains interprets and clarifies routine policies laws regulations and procedural information.
- Prepares and distributes meeting notes and follow-up action requests City wide; monitors follow-up action requests.
- Prepares updates and maintains City Council members and executive staff calendars monitors calendar and reminds staff of daily meetings appointments and activities; meets and confers with appropriate staff members to determine their availability and interest in attending events and meetings; schedules makes arrangements for appointments and meetings; prepares and posts agendas and other materials and information for meetings in accordance with the Brown Act and appropriate policies and procedures.
- Performs a variety of clerical tasks in connection with the office operation sorts and distributes mail prepares a variety of reports correspondence and agendas; prepares and types proclamations recognition certificates and congratulatory letters; editsproofreads and corrects written communication; files and maintains a recordkeeping system; makes extensive travel arrangements and gathers information and materials for conferences and meetings.
- Reviews enters retrieves updates and maintains a variety of data on a management system; tracks data and information; develops spreadsheets; generates reports; and operates a variety of office equipment.
- Performs a variety of general accounting tasks reconciles and balances accounts and statements processes invoices and expense reports reconciles credit card bills; monitors budget funds and maintains records of account activities and expenditures; tracks contracts through the approval process; and monitors and reconciles petty cash funds.
- Prepares contracts requisitions and purchase orders for the procurement of supplies materials and services; orders and maintains an inventory of forms office supplies materials and equipment; coordinates procurement matters with vendors and contracted services.
- Assists management and professional staff with the implementation of programs and projects; gathers and compiles data for reports and studies; maintains numerical tallies and statistical records for reports for use in evaluating programs and for use in evaluating services and public opinion on initiatives.
- Acts as a liaison and works closely with various City departments private organizations businesses dignitaries and the public; coordinates section activities with other divisions departments and organizations.
- Coordinatesoffice moves related to annual City Council rotation. Attends participates and/or arranges meetings and organizes City special events.
- Serves as a department coordinator for commissions City Council Liaison/Ad Hoc and other citywide committees and project teams and department representative roles (e.g. training liaison/coordinator webmaster etc.).
- Performs other related duties as assigned.
The candidates whosuccessfullypass theselection processwill earn placement on anEligibility List. TheEligibilityListmay be used for current and future vacancies in the job classification as defined by the durationofthe listat the time the list isestablished. TheEligibility Listestablishedforanyrecruitment may also be used to fill a lower-level position.
Proof of EducationIf educational units a degree transcripts or certificate isupload a copy of anylicense(s) official/unofficial transcript(s) degrees and/or related employment documents to your Government Jobs account at the time of application and before the closing date unless specified otherwise by Human Resources.Official or unofficial transcripts will be accepted.
If your education was completed outside of the United States you will need to provide a copy of your Foreign Education Equivalency evaluation from a member of the National Association of Credential Evaluation Services (NACES) or Association of International Credential Evaluators Inc. (AICE).
Note: Falsifying ones education training or work experience or attempteddeception on the application may result in disqualificationor disciplinary action up to and including termination.
Conviction History
As a finalist for a job youwill be contacted to schedule a fingerprintingappointmentand your fingerprints will be sent to the California Department of Justice(DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used todeterminewhether the nature of your conviction (or arrest in limited circumstances) conflicts with the specific duties andresponsibilities of the job for which you are a finalist. Having a conviction history does not automaticallyprecludeyou froma job with theCity.
EEO StatementThe City of Beverly Hillswill consider qualified applicants with a criminal historypursuant tothe California Fair Chance Act. You do not need todiscloseyour criminal history orparticipatein a background check until a conditional job offer is made to you. After making a conditional offer and running a background check ifthe City of Beverly Hillsis concerned about conviction that is directly related to the job you will be given the chance to explain the circumstances surrounding the conviction provide mitigating evidence or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting .
The City of Beverly Hillsis an equal opportunity employerandiscommitted to providing an inclusive and accessible work environmentwithout regard to race color ethnicity religion national origin age sex sexual orientation gender identity marital status ancestry disability genetic information veteran statusdrivers license statusor any other status protected under federal state and/or local law.If you require a reasonable accommodation toassistwith the applicationexaminationor interview process please contact our Human Resources departmentat.Please note that this request must be made at leastthree businessdaysprior to any test or interview in the selection process.
Disaster Service WorkersThe City of Beverly Hills is compliant with SB1100whichamends Californias Fair Employment and Housing Act (FEHA) prohibitingemployers from requiring a drivers license incertainjob postings.
All City of Beverly Hills employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employeesare required tocomplete all Disaster Service Worker-related training as assigned and to return to work as orderedin the event ofan emergency.
NOTE:The provisions of this announcementdo not constitutean expressed or implied contract and any provisions contained in this announcement may bemodifiedor revoked without notice.
Minimum Qualifications
Education Training and Experience:
- Twoyears of college-level course-work in office administration business or public administration or a closely related field.
- Three years of progressively responsible experience performing office administrative support duties. Experience must have included customer service and public interaction work.
Knowledge Skills & Abilities
- Knowledge of:
- Standard office procedures and practices.
- Principles and practices of effective financial recordkeeping and records management.
- Business communication practices and procedures.
- Business English spelling and punctuation.
- Relevant administrative rules regulations policies and procedures.
- Customer service standards methods and procedures.
- Prioritize and resolve conflicting meetings tasks and follow-up items. Effectively maintain multiple calendars and resolve scheduling conflicts; Effectively balance and prioritize the competing and ongoing demands of multiple officials or executives while maintaining methods for following up and staying on task
- Use tact diplomacy and professionalism in dealing with staff the public and with sensitive and complex situations.
- Handle confidential information with discretion. Respond to inquiries and complaints in a tactful manner.
- Follow and implement office procedures rules and regulations. Interpret apply and communicate policies codes regulations and laws. Prepare correspondence reports and related written materials.
- Perform basic mathematical computations.
- Identify analyze evaluate and recommend solutions to a variety of problems. Work independently and complete assignments in a timely manner.
- Work under pressure to meet multiple and simultaneous deadlines. Communicate effectively both orally and in writing.
- Follow oral and written instructions.
- Foster teamwork and a service-oriented environment.
- Serve as a resource to staff management personnel and the public.
- Establish and maintain effective and cooperative working relationships with Elected and Appointed Officials City employees and the public.
- Using a computer and related database and software applications.
- Organizing and prioritizing work.
Employment Type
Full-Time
