Executive Assistant

The City of Pico Riveras vision and values are to safeguard the publics trust through open and transparent business practices that consistently maintain our credibility of strong ethical stewardship of all resources. We strive to provide responsive and consistent customer service to the community and our employees; who we trust to always own the problem and solution of all our business challenges. We recognize that we must engage our workforce in productive and respectful dialogue as our success internally hinges on the dynamic and interdependent partnerships within; thus improving our chances of external success.

The goal is to positively impact our community by optimizing and engaging our workforce to improve the human experience and quality of life in the City of Pico Rivera. The City is committed to forging a model of 21st Century government to better serve the community and its employees.

The Parks and Recreation Department oversees Parks and Programs REACH Senior Services Contract Classes Media and Communications Special Events Transportation and the Pico Rivera Golf Course.

The amenities provided by the Parks and Recreation Department are enjoyed by thousands of people every year. The amenities include 100 acres of parks and open spaces swimming pool athletic fields walking paths Senior Center and batting cages.

The ideal candidate will possess the abilities to perform the following essential duties:

• Manage mail phone calls and visitors ascertaining urgency of issues addressing those issues and/or routing to the appropriate Department staff member for proper 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 ensure that response and deadlines are met.
• Responsible for creating and formatting a variety of written work products including letters staff reports analytical reports Request for Proposals agreements ordinances resolutions memorandums summaries presentations and other reports.
• Edit proofread and correct written materials to ensure correct format spelling punctuation syntax and grammar.
• Compose and maintain confidential correspondence.
• Process and track Personnel Action Forms and evaluations for Full-time and Part-time staff.
• Process and file incident reports.
• Attend and serve as Secretary to the Parks & Recreation Commission and Veterans Commission prepare meeting agenda take and prepare meeting minutes and ensure public meeting protocols are Addition the position maintains communication between commissioners and the Director.
• 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 training and providing performance evaluations.
• Provide administrative support to the Parks and Recreation Commission and City Council including the preparation of agendas correspondence and memos and prepare copy and distribute meeting agendas and related materials or other formal documents.
• Manage and organize employee files leave requests and other confidential items.
• Disaster Emergency Floor Coordinator.
• Primary Administrator for MyRec (Registration Software).
• Manages new employee emails.
• Assist in the response to public records requests public inquiries and internal requests for information.
• Ensure staff is providing excellent customer service to the public at the front counter and via telephone and ensure that the customer is assisted in a timely and courteous manner.
• Update or create forms pamphlets or checklists to assist applicants the public and staff.
• Process maintain and monitor the department agreements budget purchase orders credit card expenses membership renewals and ensure that invoices are processed timely.
• Make purchases and maintain Department supply inventory. Maintain all Department files and records as required in an organized and useful manner including scanning of current and past documents for records management.
• Work with and maintain various confidential records including personnel records correspondence and information and be responsible for protecting and maintaining the confidentiality of this information.
• Review Department timesheets and ensure proper data entry into system accordingly.
• Respond to e-mails opening and evaluating mail setting and preparing for meetings and assisting with other support as assigned.
• Attend meetings as requested and arrange necessary materials to be available.
• Assist in managing the day-to-day office operations.
• Assist in filing scanning copying and office organization as necessary.
• Heavy computer/software usage.
• Manage Department Directors calendar community room calendar recreation calendar.
• Perform related duties as assigned.

Knowledge of:

• Office support practices; customer service techniques; safety procedures and practices; time management; conflict resolution; communications and public relations practices.
• Supervisory techniques; leadership techniques; work organization planning methods.
• Telephone etiquette and principles of effective public relations.
• General methods of budget preparation and financial record keeping.
• Modern office equipment and software applications.
• Advanced principles and methods of businesses correspondence and report preparation.
• General knowledge of City operations.
• English usage spelling grammar syntax and punctuation.

• Must be able to use Excel Word Power Point and Adobe.
• Must be familiar with grant portals.
• Use of personal computer/laptop; keyboarding (data entry speed and accuracy); mathematical computations.
• May require transcription or dictation skills and may require operating a vehicle.
• Excellent verbal and written communication skills and organizational ability is required.
• Advanced record keeping methods.
• Proficiency in specialized recreation software programs is desired.

• Effectively manage multiple priorities.
• Deal with sensitive and confidential personnel matters at the direction of senior level staff and/or department director.
• Demonstrate tact and professional demeanor when interacting with staff elected officials and the general public.
• Use initiative discretion and judgement within established procedures guidelines and rules.
• Work well with others in a team environment.
• Manage situations requiring diplomacy fairness firmness and sound judgement.
• Multi-task and perform efficient time management.
• Establish and maintain cooperative working relationships with supervisors employees consultants vendors developers external and private agencies businesses and the general public.
• Ability to perform arithmetic calculations.
• Must project a positive customer-service oriented outlook and provide accurate timely customer response under all conditions including difficult situations involving demanding customers.
• Analyze and solve problems; research and interpret data; interpret standards and practices; track records and use time management techniques; manage projects; delegate tasks; demonstrate effective leadership skills.
• Type at a speed of not less than 50 net words per minute (nwpm).

• A high school diploma or equivalent G.E.D. Certificate.
• Minimum 3-5 years of administrative support experience relatedto duties listed above.
• Municipal experience.
• Public contact experience is required; Leadership experience is desired.
• Proficiency with computer internet Microsoft Office Suite and related software.
• Strong time management and organizational skills.
• Excellent verbal and written communication skills.
• High level of professionalism and confidentiality is required.
• Supervisory and managerial training desired.
• Experience in making travel arrangements and event planning is particularly desirable.
• Passion for and knowledge of the importance of parks and recreation programs is desired.
• Bilingual in Spanish is desired.

• A valid Class C California Drivers License or ability to obtain a Class C California Drivers license within 10 days of hire and a safe driving record throughout the course of employment. City employees are registered with the Department of Motor Vehicles Employee Pull Notice Program.
• Proof of car insurance (to be eligible for mileage reimbursement).
• At time of hire candidates must possess or have the ability to obtain within 30 days of hire a current American Red Cross (ARC) or American Heart Association (AHA) Infant/Child/Adult CPR Automatic External Defibrillator (AED) and Community First Aid and Safety certification. Online certifications not acceptable.

SELECTION PROCESS:
All application materials must be submitted online prior to the final filing date. Based on a review of application materials the best qualified applicants will be invited to participate in the testing process to further evaluate their job-related experience education knowledge skills and abilities. Resumes will be accepted in addition to but not in lieu of the required application materials (such as a copy of high school diploma G.E.D. equivalent and/or typing certificate if applicable). This is a competitive process; therefore be thorough in your responses. All statements made on the application are subject to verification. False statements will be cause for disqualification removal from the Eligibility List or discharge from employment.

For more information regarding this recruitment please email Human Resources at .

Physical/Background Check
Upon conditional offer the selected candidate will be subject to background and reference checks and will berequired to satisfactorily complete a post offer physical examination including a drug screen at the Citys expense.

Emergency Disaster Worker
City employees are registered as an Emergency Disaster Worker and must take an the event of a declared emergency City employees shall initially remain at work or if recalled shall report to work after completing critical personal and family emergency responsibilities.

Equal Opportunity Employer
The City of Pico Rivera is an Equal Opportunity Employer and prohibits unlawful discrimination on the basis of race religious creed color national origin ancestry disability (mental and physical) legally protected medical condition (genetic characteristics) marital status sex gender gender identity gender expression age military or veteran status sexual orientation genetic information or any other bases protected by federal law (including but not limited to Title VI and Title VII of the Civil Rights Act of 1964 Section 504 of the Rehabilitation Act of 1973 and the American with Disabilities Act of 1990) state or local law. The City of Pico Rivera does not discriminate or any other basis protected by law in its employment policies or practices.

Americans with Disabilities Act (ADA) Compliance
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