Executive Assistant

The ideal candidate is a proactive problem-solver who enjoys creating structure and consistently uses sound judgment and a high degree of political acumen. This role goes far beyond traditional administrative support where success in this position requires the ability to anticipate needs navigate competing priorities and interact thoughtfully with elected officials department leaders the public and community partners.

Novato is a collaborative service-oriented organization that values integrity transparency and excellence in public service. The Executive Assistant in the City Managers Office is a valued partner in advancing these values and supporting effective well-informed decision-making. If you are a detail-oriented professional who exercises discretion understands the nuances of public-sector leadership and is motivated by meaningful work in local government we invite you to explore this exciting career opportunity with the City of Novato.

• 9/80 work schedule - every other Friday off
• Accrue 80 hours of vacation to start
• Provided with 40 hours of sick leave upon hire
• 14 paid holidays per year
• Provided with up to 108 hours of Administrative Leave
• Qualified Public Service Loan Forgiveness (PSFL) Agency
• Free parking on site
• Office is within walking distance of terrific restaurants shopping and the SMART Station

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.

DEFINITION

To perform a variety of high-level confidential and complex administrative analytic and project management duties for an assigned City Manager Assistant City Manager and/or Department Director; to coordinate and streamline office and departmental functions in support of goals and objectives; to assist with sensitive and strategic initiatives; and to provide information and assistance to the public regarding departmental policies procedures and programs.

SUPERVISION RECEIVED AND EXERCISED

• Receives direction from an assigned City Manager Assistant City Manager and/or Department Director.
• May exercise direct or indirect supervision over technical administrative or clerical support personnel as assigned.

ESSENTIAL AND MARGINAL FUNCTION STATEMENTS Essential and other important responsibilities and duties may include but are not limited to the following:

Essential Functions:

• Perform a wide variety of responsible complex and sensitive administrative support duties for an assigned City Manager Assistant City Manager Department Director including providing analytical support recommending process improvements and developing and maintaining efficiencies in workflows.
• Participate in and assist with the administration of the department; assist in preparing comprehensive reports meeting agendas and minutes.
• Process agreements and contracts; maintain a tracking system and ensure compliance with bond insurance licensing and other requirements; coordinate with vendors and review with Risk Management and legal counsel as needed.
• Develop and maintain spreadsheets databases dashboards or other systems; prepare and distribute technical and performance reports.
• Research compile and analyze background and policy data for the City Manager Assistant City Manager Department Director City Council and senior management; lead or support departmental special projects; prepare independent draft reports and documentation; maintain records and files on departmental administrative activity.
• Type proofread and edit reports letters memoranda and statistical information; draft correspondence; manage policy and procedure documents and ordinance books; take and transcribe dictation or use recording tools as required.
• Receive and respond to calls and visitors with tact diplomacy political astuteness and cultural sensitivity; research and respond to requests for information and assistance; receive and respond to citizen concerns and complaints escalating as appropriate.
• Perform records and digital document management; ensure confidentiality compliance with records retention schedules and appropriate version control.
• Interpret City policies procedures laws and regulations; explain or refer inquiries appropriately.
• Coordinate the departments contributions to the City Council and Commission agenda process: review staff reports for completeness ensure attachments/exhibits are included and coordinate with the City Clerks office.
• Independently respond to routine correspondence not requiring executive action; triage and prioritize mail and digital communications.
• Make travel arrangements maintain appointment schedules and plan organize and coordinate meetings conferences civic functions and special events for City Council members and City Manager (and executives as assigned).
• Lead or assist in special projects involving research analysis reporting and cross-departmental coordination and meeting facilitation.
• Participate in budget preparation and oversight; develop cost estimates write justifications for budget requests monitor and control expenditures.
• Maintain or assist with departmental web content intranet pages and digital communication tools.
• Maintain timecard payroll and personnel records; process personnel action forms position control sheets and maintain confidential files (e.g. evaluations disciplinary actions).
• Provide support for task forces commissions boards and committees: post legal notices prepare agendas assemble materials and take minutes.
• Serve as a lead point of contact for administrative staff; assign and review work mentor staff and troubleshoot escalated issues.
• Build and maintain positive working relationships with co-workers other City employees elected and appointed officials and the public using principles of good customer service.

Marginal Functions:

• Notarize documents if certified and authorized.
• Perform related duties and responsibilities as assigned.

QUALIFICATIONS

Knowledge of:

• Business English grammar spelling punctuation letter formats and technical report preparation.
• Advanced administrative support principles and practices.
• Municipal government functions structure and operations.
• Applicable federal state and local laws ordinances rules and regulations.
• Principles and practices of excellent customer service and public relations.
• Filing records retention and document management practices (including digital records).
• Basic arithmetic budgeting and financial monitoring.
• Modern office hardware software and emerging technologies (e.g. collaboration tools cloud services records management systems).
• Principles of lead supervision training and staff development.
• Principles and practices of process improvement project coordination and analytical research.

Ability to:

• Perform responsible and difficult administrative work requiring independent judgment and initiative.
• Continually understand and analyze reports work papers and projects to identify technical or policy issues.
• Organize plan schedule and implement administrative and clerical operations and special projects.
• Interpret and explain city and departmental policies procedures and regulations; resolve issues and provide guidance to staff and public.
• Analyze office operations and technical problems evaluate alternatives and recommend solutions.
• Maintain confidentiality of sensitive information.
• Assist with development and monitoring of departmental budgets; track and reconcile expenses.
• Prepare correspondence reports spreadsheets and other complex documents independently.
• Compile and maintain extensive records; prepare staff reports for oral or written presentation.
• Develop and recommend policies and procedures; analyze situations and adopt an effective course of action.
• Compose general and technical correspondence; write clear comprehensive analytical reports; take effective meeting notes and summaries.
• Review documents for completeness and maintain proper retention and archival steps.
• Operate computers and use business software and office equipment effectively.
• Communicate clearly and concisely both orally and in writing with diverse audiences.
• Exercise tact diplomacy and cultural intelligence in all interactions.
• Establish and maintain effective working relationships internally and externally.
• Contribute to a work environment fostering integrity diversity trust and respect.
• Demonstrate flexibility teamwork and initiative to contribute to organizational success.
• Provide high quality and cost-effective services while maintaining responsive customer service.
• Exhibit responsiveness to equity inclusion and accessibility principles.
• Use ergonomics safe office practices and maintain safe workspaces.

• At least four to five years of progressively responsible administrative support experience preferably in a public agency including experience supporting management-level staff.
• Experience supervising or leading administrative staff is strongly preferred.

• Equivalent to an Associates degree in public administration business administration or related field.
• Bachelors degree is preferred.

The City of Novato is an Equal Opportunity Employer