Executive Assistant
Executive Assistant
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Job Description
Description
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
Are you ready to make a meaningful impact in local government The City of Antioch is seeking a motivated and detail-oriented Executive Assistant to join our City Manager Department. If youre passionate about public service thrive in a fast-paced environment and bring strong communication organization and project management skills we invite you to be a part of the team and to provide support to the City Manager.
Month Salary DOQ/E $7381 - $8971 Collective Bargaining Representation: Confidential- Benefits: Cafeteria Plan (City of Antioch pays 100% of Kaiser rate up to family tier)
- Retirement: CalPERS Classic Members 2.7% @ 55 New PEPRA Members 2% @ 62
- 457 Deferred Compensation Option
- Life Insurance
- Plus More!
SUMMARY DESCRIPTION
Under direction performs a full range of varied complex sensitive highly responsible and confidential office administrative secretarial advanced clerical and routine programmatic support functions of a general or specialized nature in support of the City Managers Office with only occasional instruction or assistance; exercising judgment and initiative relieves assigned staff of clearly defined and delegated administrative or technical detail; and assists the City Manager Mayor City Council members and associated administrative staff with special programs projects and research.
DISTINGUISHING CHARACTERISTICS
The Executive Assistant classification is distinguished from the Administrative Secretary class in that the incumbent in the Executive Assistant class provides a full range of executive staff support to the Citys chief executive officer Mayor City Council members and associated administrative staff. This class performs the more difficult and complex administrative support tasks involving a thorough knowledge of the policies and procedures of the assigned office with a significant degree of independent judgment. The incumbent in the Executive Assistant class is assigned significant responsibility for carrying out administrative and office secretarial duties frequently of a complex highly sensitive and confidential nature in the assigned office often in a rapidly changing environment. The incumbent may also perform technical duties in support of assigned operations. The technical nature of the work and the frequent use of initiative independent judgment and discretion in dealing with a variety of individuals coupled with the need for highly developed office administrative skills differentiate this class from other administrative classes.
Examples of Duties
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 below to address business needs and changing business practices.
a wide variety of varied complex sensitive highly responsible and confidential office administrative secretarial advanced clerical and routine programmatic support functions in support of assigned programs divisions and/or department with only occasional instruction or assistance; relieve supervisor of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
and organize work activities; recommends improvements in workflow procedures and use of equipment and forms; implement improvements as approved; develop and revise office forms and report formats as required; organize and maintain filing systems.
as liaison between assigned office and the general public City staff and outside groups and agencies; provide general and specialized information and assistance regarding assigned function that may require the use of judgment tact and sensitivity and the interpretation of policies rules and procedures as appropriate; explain programs policies and activities related to specific program area of assignment.
and screen communications to the assigned executive staff members including office visitors telephone calls e-mail messages and mail; provide assistance using independent judgment to determine those requiring priority attention; calendar appointments; refer callers and/or complaints to appropriate City staff for further assistance as needed and/or take or recommend actions to resolve the complaint; develop and implement tracking systems.
special reports and perform special projects that may require researching gathering and organizing information from a variety of sources; assist assigned staff with special projects as assigned; research information as requested.
and/or type word process format edit revise and print a variety of documents and forms including reports correspondence memoranda agenda items and reports agreements ordinances resolutions technical and statistical charts and tables and other specialized and technical materials from rough drafts dictation modified standard formats and brief verbal instructions.
verify and review materials applications records and reports for accuracy completeness and conformance with established standards regulations policies and procedures; ensure materials reports and packets for signature are accurate and complete.
revise and maintain standardized and master documents; compose correspondence reports and informational materials; assist in designing and producing technical information handouts; copy disseminate and post documents and information as appropriate.
in the collection compilation and analysis of information from various sources on a variety of specialized topics related to assigned programs; participate in the preparation of reports that present and interpret data identify alternatives and make and justify recommendations.
accurate and up-to-date office files records and logs for assigned areas; develop prepare and monitor various logs accounts and files for current and accurate information including manual and computer logs other specialized or technical documents processed; maintain and process payroll records.
prepare and enter data into a computer from various sources including accounting statistical and related documents; create and maintain computer-based tracking information and reports including assigned databases records and lists; create standard statistical spreadsheets; input corrections and updates; assist in the compilation of reports.
in assembling and preparing the annual budget for assigned area; monitor expenditures against budget; prepare purchase requisitions and requests for payment.
to a variety of office administrative details such as ordering supplies arranging for equipment repair transmitting information and keeping reference materials up to date; organize and maintain office and specialized files in accordance with the Citys records management program.
calendar of activities meetings and various events for assigned staff; coordinate activities and meetings with other City departments the public and outside agencies; coordinate and arrange special events as assigned; schedule meetings; coordinate arrangements and set up meeting rooms; notify participants; prepare and/or assemble meeting materials.
make process and confirm staff travel arrangements; arrange for transportation and accommodations for travel; check and process expense claims.
a variety of office equipment including a computer typewriter copier facsimile machine and adding machine.
various computer applications and software packages; develop enter data maintain and generate reports from a database or network system; design maintain and utilize data to develop reports using spreadsheet software; create format and revise charts graphs flowcharts worksheets booklets brochures and forms using word processing software.
related duties as required.
Typical Qualifications
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.
Knowledge of:- Organization operation functions and services of the City and of outside agencies as necessary to assume assigned responsibilities.
- Principles and practices of office administration.
- Office procedures methods and equipment including computers and applicable software applications such as word processing spreadsheets and databases.
- Principles and practices of fiscal statistical and administrative research and report preparation.
- Principles and practices of sound business communication.
- Principles of business letter writing and report preparation.
- Basic principles and practices of budget preparation and administration.
- Basic accounting and bookkeeping principles and practices.
- Records management principles and procedures including record keeping and filing principles and practices.
- Mathematical principles.
- English usage spelling grammar and punctuation.
- Customer service and public relations methods and techniques.
- Methods and techniques of proper phone etiquette.
- Pertinent federal state and local laws codes and regulations.
Ability to:- Independently perform a full range of varied complex sensitive highly responsible and confidential office administrative secretarial advanced clerical and routine programmatic support functions of a general or specialized nature in support of assigned programs division and/or department with only occasional instruction or assistance.
- Plan and organize work to meet changing priorities and deadlines.
- Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
- Understand interpret and apply general and specific administrative and departmental policies and procedures.
- Interpret and apply applicable federal state and local laws codes and regulations.
- Operate office equipment including computers and supporting word processing spreadsheet and database applications.
- Type or enter data at a speed necessary for successful job performance.
- Participate in researching compiling analyzing and interpreting data.
- Prepare clear accurate and concise reports.
- Establish organize and maintain a variety of specialized files and records.
- Independently prepare correspondence and memoranda.
- Perform mathematical calculations.
- Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
- Understand and carry out oral and written directions.
- Respond tactfully clearly concisely and appropriately to inquiries from the public press or other agencies on sensitive issues in area of responsibility.
- Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information records and reports.
- Utilize public relations techniques in responding to inquiries and complaints.
- Communicate clearly and concisely both orally and in writing.
- Establish and maintain effective working relationships with those contacted in the course of work.
Education and Experience Guidelines
Education/Training:- Equivalent of the completion of the twelfth grade supplemented by specialized or college level course work in secretarial science office procedures business administration or a related field.
- Five years of increasingly responsible secretarial and office administrative support experience
- Including experience providing assistance to management personnel.
- Some experience in municipal government is desirable.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Environment:
Work is performed primarily in a standard office setting with extensive public contact and frequent interruptions.
Physical:
Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop bend kneel crouch reach and twist; to lift carry push and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.Supplemental Information
EEO/ADA: The City of Antioch is an Equal Employment Opportunity (EEO) and Americans with Disabilities Act (ADA) compliant employer committed to providing equal employment opportunity to all employees and applicants. If you have a disability and require accommodations in the testing process please contact Human Resources at or prior to the final filing date.
Employment Type
Full-Time
