Executive Assistant to the Director (Department of Workplace & Employment Standards (Exempt)

Oakland, CA - USA

Yearly Salary: $ 87346 - 107246

Posted on: 14 hours ago

Vacancies: 1 Vacancy

Job Summary

The Position

The City of Oakland is an equal-opportunity employer that values workforce diversity inclusion and equity. Oakland has a long history of activism around issues of justice and equity. Both oppression and this resistance to oppression have shaped the citys historical roots and the lives of its residents to this day. As public servants in one of the most diverse cities in the nation we strive to develop employees who understand the harm and impacts of systemic inequity to create lasting meaningful outcomes for everyone. Oakland strives to establishan environment that embraces the richness of culture community and individualism of employees.

Why join the City of Oaklands Department of Workplace & Employment Standards

The Department of Workplace and Employment Standards (DWES) advances social and economic opportunities for of City of Oakland residents by enforcing the Citys laws that intentionally work to advance equitable opportunities for its residents.

DWES oversees City laws that:

Protect workers from wage-theft and inhumane working conditions.
Maximize the local impact of the Citys procurement power by providing residents with access to quality jobs and contracting opportunities.

DWES is hiring an Executive Assistant to the Director who will support the Director and department-wide administrative functions. For those who answer the call to serve the public this is a pivotal and exciting time to join the City of Oakland. Ongoing budget and policy discussions are creating space to reimagine local government prioritize equity and accessibility strengthen core services and ensure resources align with community needs. City leadership is committed to innovation collaboration and strategic investment seeking talented professionals who want to make a lasting impact.

We are looking for someone who is:

Adaptable and self-motivated. You will be working in a fast-paced ever-evolving service-oriented environment with constantly changing priorities.
An excellent communicator.You will be interfacing with the public and a variety of internal stakeholders at all levels.
Highly organized. You will be responsible for managing the Directors calendar as well as your own assignments.
Able to exercise good judgment. You will need to make decisions with minimal direction.
Professional. You will be interacting with elected officials and leaders at all levels Citywide.
Able to exercise confidentiality.You will be dealing with highly sensitive information.
Technologically proficient.You will be using MS Office Suite Zoom and Adobe on a daily basis.

What you will typically be responsible for:

Performing complex and confidential administrative support which may require interpreting broadly defined policies and procedures.
Keeping department staff informed of all key decisions and any changes to policies and procedures.
Making appointments and maintaining the Directors calendar including making travel arrangements organizing meetings and preparing required informational materials.
Writing and proofreading correspondence website pages reports and other materials for content of message thoroughness accuracy format and compliance with policies and procedures.
Compiling and maintaining records and preparing reports.
Supporting expense tracking human resources and timecard/payroll operations.
Onboarding new employees and overseeing orientation.
Planning and coordinating department-wide retreats all-hands meetings and other employee engagement events.
Maintaining general office functions including office supply inventory and ordering maintaining office equipment space planning and liaising with building management on office needs.

* Click on the link below to see a video on what its like to work for the City of Oakland!
Working for the City of Oakland

Read the complete job description by clicking here.

A few reasons you might love this job:

You will play an integral role in improving the lives of workers residents and local businesses in Oakland.
You will help make public services efficient accountable and responsive to the community.
You will interact with departments across the City of Oakland and learn how policy and program decisions are made.
You will work within a team that values social and economic justice in principle and practices fairness and respect in everyday interactions.

A few challenges you might face in this job:

You will be engaging with individuals at all levels in a politically dynamic environment.
You will need to quickly learn the work with minimal direction.
You will work in an ever-evolving environment that can be demanding and requires you to manage multiple tasks and priorities simultaneously.

Competencies Required:

Action & Results Focused (Taking Initiative): Initiating tasks and focusing on accomplishments
Adaptability: Responding positively to change and modifying behavior as the situation requires
Allocating Resources:Prioritizing the use of fiscal and material resources to maximize organizational effectiveness
Analyzing & Interpreting Data:Draws meaning and conclusions from quantitative or qualitative data
Attention to Detail: Focusing on the details of work content work steps and final work product
Building & Maintaining Relationships: Establishing rapport and maintaining mutually productive relationships
Critical Thinking:Analytically and logically evaluating information propositions and claims
Handling Stress:Maintaining emotional stability and self-control under pressure challenge or adversity
Interpersonal Savvy: Considering and responding appropriately to the needs and feelings of others in different situations
Legal & Regulatory Navigation: Understanding interpreting and ensuring compliance with laws policies and regulations
Oral Communication:Engaging effectively in dialogue
Political & Organizational Savvy: Working skillfully with politics procedures and protocols across organizational levels and boundaries
Results-Based Performance:Contributes to measurable program results for local residents and local businesses in job quality and accessing economic opportunities
Using Technology: Working with electronic hardware and software applications
Valuing Diversity:Appreciating the benefits of varied backgrounds and cultures in the workplace
Written Communication:Communicating effectively in writing. Understanding and interpreting written material

Minimum Requirements for Application

The following qualifications are guidelines as the appointing authority has broad discretion in filling positions in this classification

Education:

An Associates Degree in a related field. Bachelors degree is desirable.

Experience:

Two years of progressively responsible experience in a position comparable to Administrative Assistant II level position in the City of Oakland or five years of increasingly responsible experience providing administrative and clerical support to an executive management level position or elected official.

License or Certificate / Other Requirements:
Successful incumbents in this position are expected to operate automotive vehicles in the performance of assigned duties. Due to the nature of the assignment and the hours worked public transportation may not be a cost effective or efficient method for traveling to the various locations required. Individuals who are appointed to this position will be required to maintain a valid California Drivers License throughout the tenure of employment OR demonstrate the ability to travel to various locations in a timely manner as required in the performance of duties.

OTHER REQUIREMENTS:

This classification is exempt from overtime compensation per the Fair Labor Standards Act (FLSA) Administrative exemption criteria.

DESIRABLE QUALIFICATIONS:

Advanced-level user of Microsoft Office Suite with experience using various mobile devices and communication platforms and can perform simple troubleshooting of technology issues.
Experience with digital marketing including social media platforms and website management.

Supplemental Information

The Recruitment Process:

This is an at-will position exempt from the provisions of the City of Oakland Civil Service Rules per Charter Section 902(f). All applications received will be forwarded to the Department of Workplace & Employment Standards for further consideration.

Meeting the minimum qualification requirements may not result in further consideration only the most qualified candidates will be contacted for interviews.

Whats in it for you

DWES staff may apply to telecommute up to two (2) days per week subject to the departments operational needs.
Work/Life Balance: 37.5-hourwork weeks
15 paid holidays
Vacation: 2 weeks per year minimum with the ability to accrue more depending on public sector years of service
Retirement: CalPERS (California Public Employees Retirement System) with a pension formula of 2.5% @ 55 (for Classic CalPERS members) and 2% @ 62 for new CalPERS members. Classic Employees contribute 8% of pre-tax wages. The City of Oakland does not participate in Social Security
Health: The City of Oakland pays the full cost of employee and eligible dependent coverage at the Kaiser rate. Other plans include Anthem Blue Shield United Health Care and other HMO and PPO plans
Dental: Delta Dental full premium for employees and eligible dependents
Vision: VSP full premium for employees and eligible dependents
Sick leave: Employees accrue 12 days per year
Deferred Compensation: 457(b) pre-tax plan and an after-tax ROTH 401(k) plan
Other benefits include a Flexible Spending Account Wellness Program Employee Assistance Program Tuition Reimbursement Life Insurance up to $200k & Employee Training.

*Please Note: Salary is negotiable within the defined range depending on qualifications. Benefits described herein do not represent a contract and may be changed without notice. Additional information can be found at: Working for Oakland

Applicants are required to submit criminal history information upon request after receiving a conditional offer of employment. If the requested information is not furnished in a timely manner applicants will not qualify for further consideration and will be removed from the eligible list.

Disaster Service Workers
All employees are designated Disaster Service Workers through state and local law. Employees are required to complete all Disaster Service Worker-related training as assigned and to return to work as ordered in the event of an emergency.

How to Apply

Apply prior to the closing time of the job announcement and allow at least two to three hours to submit your application if you are a new user of the system.

APPLICATIONS ARE ACCEPTED ONLINE ONLY.You may apply and view current openings by visiting our employment opportunities webpage at:

you do not have access to a computer there are computer stations available at any City of Oakland Public Library. There are also workstations at the Human Resources Management Department 150 Frank H. Ogawa Plaza 2nd Floor Oakland CA 94612. Workstations are available during regular business hours (normally 10:00 a.m. to 4:00 p.m.).

Our online application system is provided by NeoGov. If you have problems while applying online please contact NeoGovs Live Applicant Support at between 6:00 AM and 5:00 PM Pacific Time Monday - Friday. You may also call the City of Oakland Human Resources Management Department during regular business hours at for information; however we are unable to provide technical support for the online application system.

For recruitment-specific questions please contact Juliet Huang at .

Required Experience:

The PositionThe City of Oakland is an equal-opportunity employer that values workforce diversity inclusion and equity. Oakland has a long history of activism around issues of justice and equity. Both oppression and this resistance to oppression have shaped the citys historical roots and the lives of...