Government Jobs
EXECUTIVE ASSISTANT - COMMUNITY DEVELOPMENT DEPARTMENT
Government Jobs, Riverside, California, United States, 92522
Executive Assistant
Under general supervision, provides highly responsible executive and confidential support to the Community Development Department, including handling confidential materials and complex citizen and employee relations; acts as the first point of contact for the Community Development Department office; resolves public issues and concerns; serves as a liaison with department heads, committees and Planning Commission; performs administrative support and special projects as assigned; and performs other related duties and responsibilities as assigned. This single incumbent class is the professional administrative support class reporting directly to the Assistant City Manager/ Community Development Director and Deputy Director of Community Development. The incumbent performs highly responsible work within the administrative support series requiring considerable discretion and independent judgment related to sensitive and confidential issues. The position provides information to the public and staff requiring considerable knowledge of City and department services, policies, and procedures. The Executive Assistant class is distinguished from the Administrative Services Coordinator in that the later assumes office management responsibilities and direct supervision of subordinates. This position is responsible for administrative support to the Director/ Deputy Director of Community Development including screening and prioritizing phone calls, managing calendars, scheduling meeting and events, and maintaining records and confidential files. Receives general supervision from the Assistant City Manager/ Community Development Director or Deputy Director of Community Development. Essential duties and responsibilities may include, but are not limited to, the following: Provides highly responsible administrative support to the Assistant City Manager/ Community Development Director and Deputy Director of Community Development by assisting with duties of an advanced, complex, sensitive, and confidential nature. Screens and directs incoming mail and email communications; determines priority level and routes incoming correspondence, reports and requests; acts as the liaison between the Community Development Department, Planning Commission, other Department Heads, managers, other staff and the public, coordinating resolutions and following up with staff when appropriate. Exercises advanced customer service skills and diplomacy; represents the Community Development Department to outside agencies, other elected officials, and the public. Coordinates and maintains multiple calendars and schedules meetings and appointments for the Assistant City Manager/ Community Development Director and Deputy Director of Community Development; arranges meetings, travel and conferences; coordinates expense reimbursements. Provides administrative support to the Planning Commission and assists with preparation of Planning commission Agendas, Minutes and Resolutions. Receives and screens visitors, telephone calls, emails, and regular mail; provides information to the public to ensure an understanding of departmental and City policies and procedures and handles issues that may require sensitivity and use of sound independent judgment; listens to questions and explains procedures according to existing guidelines; exercises independent problem solving skills; refers matters to appropriate City staff and/or takes or recommends resolution; conducts follow-up to ensure issue has been appropriately handled. Composes, types, and edits a variety of documents including detailed and often confidential correspondence, forms, memos, reports, statistical reports, invitations, graphic materials, and specialized documents and other management and department staff from rough draft, handwritten copy, verbal instructions, or from other material; proofreads materials for accuracy, completeness, compliance with departmental policies, format, and English usage, including grammar, punctuation, and spelling; inputs and retrieves data and text using a computer. Prepares and monitors agreements/contracts initiated through the Community Development Department; creates purchase orders and prepares warrants and payment logs needed for vendors. Coordinates City Hall tours on behalf of the Assistant City Manager/ Community Development Director and Deputy Director of Community Development. Designs and implements file, index, tracking, and record-keeping systems; research records within areas of assigned responsibility to prepare reports and provide follow-up information to customer and staff inquiries; organizes and maintains various administrative, confidential, and files and records for the Community Development Department. Provides a variety of support to City commissions, committees, and task forces. May provide technical and functional direction and training to assigned subordinates to ensure office workflow is maintained and office goals are met; assigns work according to changes in workload priorities; evaluates office and administrative functions to recommend changes in office procedures. Completes special projects as assigned. Observes and complies with all City and mandated safety rules, regulations, and protocols. Performs other related duties and responsibilities as assigned. Knowledge of: Theory, principles, practices and techniques of public administration, including budgeting, management, purchasing, contract administration, technology, operations management, maintenance of public records and other general administrative support services and communications. Federal, state and local laws and regulations applicable to assigned areas of responsibility. Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions. City operations and functions and associated management, budgeting, intergovernmental relations and administrative service issues. Principles and practices of sound business communications, business letter writing and the standard format for reports and correspondence. Standards or processes relevant to professional clerical, secretarial, and administrative operations of the Community Development Department. Principles, procedures, and methods of record keeping, report preparation, and filing systems. Methods of preparing and processing various records, forms and other documents specific to the Community Development Department. Modern office practices, methods, and computer equipment and applications related to the work. Advanced customer service practices and procedures, and conflict resolution. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff. English usage, grammar, spelling, vocabulary, and punctuation. Techniques for effectively representing the city in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations. City and mandated safety rules, regulations, and protocols. Ability to: Provide complex administrative, secretarial, confidential, project-oriented, and record keeping office support duties and responsibilities. Understand, interpret, explain and apply city, state, and federal policy, law, and regulations applicable to areas of responsibility. Assist the public, City staff, and others in researching or obtaining answers to questions regarding City business. Use tact and discretion in dealing with sensitive situations, co-workers and the public. Respond to and effectively prioritize multiple telephone calls and other requests for service. Interpret and apply administrative and departmental policies and procedures at an advanced level. Use applicable office terminology, forms, documents, and procedures in the course of work. Maintain confidentiality. Set priorities, adapt to changing priorities; and meet critical deadlines. Take meeting notes and prepare accurate and detailed minutes. Understand and follow verbal and written instructions. Type accurately at speeds necessary for successful job performance. Compose correspondence and reports independently or from brief instructions. Read, understand, and interpret technical information, data, documents, and records pertaining to the assigned department's services, processes, and programs. Perform responsible clerical support work with accuracy, speed, and minimal supervision. Understand the organization and operation of the city and of outside agencies as necessary to assume assigned responsibilities. Perform mathematical calculations quickly and accurately and develop spreadsheets using intermediate to complex formulas and tables. Work independently and as part of a team. Make sound decisions within established guidelines. Maintain a variety of filing, record keeping, and tracking systems. Use English effectively to communicate in person, over the telephone, and in writing. Establish and maintain highly effective working relationships with the Mayor, City Manager, Assistant City Manager, City Council members, department directors, managers, elected and appointed officials of other governmental agencies, employees, business and community leaders, the media, residents, the public and others encountered in the course of work. Demonstrate an awareness and appreciation of the cultural diversity of the community. Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks. Communicate clearly and concisely, both orally and in writing. Ensure adherence to safe work practices and procedures. Operate a vehicle observing legal and defensive driving practices. Experience and Training Guidelines: Any combination of experience and training that would likely provide the required knowledge and abilities to perform the essential functions is qualifying. A typical way to obtain the knowledge and abilities would be: Experience: A minimum of six (6) years of increasingly responsible administrative office support experience assisting executive management or a high-level official, preferably in a public agency. Training: High School graduation or satisfactory equivalent, supplemented by the completion of specialized
Under general supervision, provides highly responsible executive and confidential support to the Community Development Department, including handling confidential materials and complex citizen and employee relations; acts as the first point of contact for the Community Development Department office; resolves public issues and concerns; serves as a liaison with department heads, committees and Planning Commission; performs administrative support and special projects as assigned; and performs other related duties and responsibilities as assigned. This single incumbent class is the professional administrative support class reporting directly to the Assistant City Manager/ Community Development Director and Deputy Director of Community Development. The incumbent performs highly responsible work within the administrative support series requiring considerable discretion and independent judgment related to sensitive and confidential issues. The position provides information to the public and staff requiring considerable knowledge of City and department services, policies, and procedures. The Executive Assistant class is distinguished from the Administrative Services Coordinator in that the later assumes office management responsibilities and direct supervision of subordinates. This position is responsible for administrative support to the Director/ Deputy Director of Community Development including screening and prioritizing phone calls, managing calendars, scheduling meeting and events, and maintaining records and confidential files. Receives general supervision from the Assistant City Manager/ Community Development Director or Deputy Director of Community Development. Essential duties and responsibilities may include, but are not limited to, the following: Provides highly responsible administrative support to the Assistant City Manager/ Community Development Director and Deputy Director of Community Development by assisting with duties of an advanced, complex, sensitive, and confidential nature. Screens and directs incoming mail and email communications; determines priority level and routes incoming correspondence, reports and requests; acts as the liaison between the Community Development Department, Planning Commission, other Department Heads, managers, other staff and the public, coordinating resolutions and following up with staff when appropriate. Exercises advanced customer service skills and diplomacy; represents the Community Development Department to outside agencies, other elected officials, and the public. Coordinates and maintains multiple calendars and schedules meetings and appointments for the Assistant City Manager/ Community Development Director and Deputy Director of Community Development; arranges meetings, travel and conferences; coordinates expense reimbursements. Provides administrative support to the Planning Commission and assists with preparation of Planning commission Agendas, Minutes and Resolutions. Receives and screens visitors, telephone calls, emails, and regular mail; provides information to the public to ensure an understanding of departmental and City policies and procedures and handles issues that may require sensitivity and use of sound independent judgment; listens to questions and explains procedures according to existing guidelines; exercises independent problem solving skills; refers matters to appropriate City staff and/or takes or recommends resolution; conducts follow-up to ensure issue has been appropriately handled. Composes, types, and edits a variety of documents including detailed and often confidential correspondence, forms, memos, reports, statistical reports, invitations, graphic materials, and specialized documents and other management and department staff from rough draft, handwritten copy, verbal instructions, or from other material; proofreads materials for accuracy, completeness, compliance with departmental policies, format, and English usage, including grammar, punctuation, and spelling; inputs and retrieves data and text using a computer. Prepares and monitors agreements/contracts initiated through the Community Development Department; creates purchase orders and prepares warrants and payment logs needed for vendors. Coordinates City Hall tours on behalf of the Assistant City Manager/ Community Development Director and Deputy Director of Community Development. Designs and implements file, index, tracking, and record-keeping systems; research records within areas of assigned responsibility to prepare reports and provide follow-up information to customer and staff inquiries; organizes and maintains various administrative, confidential, and files and records for the Community Development Department. Provides a variety of support to City commissions, committees, and task forces. May provide technical and functional direction and training to assigned subordinates to ensure office workflow is maintained and office goals are met; assigns work according to changes in workload priorities; evaluates office and administrative functions to recommend changes in office procedures. Completes special projects as assigned. Observes and complies with all City and mandated safety rules, regulations, and protocols. Performs other related duties and responsibilities as assigned. Knowledge of: Theory, principles, practices and techniques of public administration, including budgeting, management, purchasing, contract administration, technology, operations management, maintenance of public records and other general administrative support services and communications. Federal, state and local laws and regulations applicable to assigned areas of responsibility. Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions. City operations and functions and associated management, budgeting, intergovernmental relations and administrative service issues. Principles and practices of sound business communications, business letter writing and the standard format for reports and correspondence. Standards or processes relevant to professional clerical, secretarial, and administrative operations of the Community Development Department. Principles, procedures, and methods of record keeping, report preparation, and filing systems. Methods of preparing and processing various records, forms and other documents specific to the Community Development Department. Modern office practices, methods, and computer equipment and applications related to the work. Advanced customer service practices and procedures, and conflict resolution. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff. English usage, grammar, spelling, vocabulary, and punctuation. Techniques for effectively representing the city in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations. City and mandated safety rules, regulations, and protocols. Ability to: Provide complex administrative, secretarial, confidential, project-oriented, and record keeping office support duties and responsibilities. Understand, interpret, explain and apply city, state, and federal policy, law, and regulations applicable to areas of responsibility. Assist the public, City staff, and others in researching or obtaining answers to questions regarding City business. Use tact and discretion in dealing with sensitive situations, co-workers and the public. Respond to and effectively prioritize multiple telephone calls and other requests for service. Interpret and apply administrative and departmental policies and procedures at an advanced level. Use applicable office terminology, forms, documents, and procedures in the course of work. Maintain confidentiality. Set priorities, adapt to changing priorities; and meet critical deadlines. Take meeting notes and prepare accurate and detailed minutes. Understand and follow verbal and written instructions. Type accurately at speeds necessary for successful job performance. Compose correspondence and reports independently or from brief instructions. Read, understand, and interpret technical information, data, documents, and records pertaining to the assigned department's services, processes, and programs. Perform responsible clerical support work with accuracy, speed, and minimal supervision. Understand the organization and operation of the city and of outside agencies as necessary to assume assigned responsibilities. Perform mathematical calculations quickly and accurately and develop spreadsheets using intermediate to complex formulas and tables. Work independently and as part of a team. Make sound decisions within established guidelines. Maintain a variety of filing, record keeping, and tracking systems. Use English effectively to communicate in person, over the telephone, and in writing. Establish and maintain highly effective working relationships with the Mayor, City Manager, Assistant City Manager, City Council members, department directors, managers, elected and appointed officials of other governmental agencies, employees, business and community leaders, the media, residents, the public and others encountered in the course of work. Demonstrate an awareness and appreciation of the cultural diversity of the community. Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks. Communicate clearly and concisely, both orally and in writing. Ensure adherence to safe work practices and procedures. Operate a vehicle observing legal and defensive driving practices. Experience and Training Guidelines: Any combination of experience and training that would likely provide the required knowledge and abilities to perform the essential functions is qualifying. A typical way to obtain the knowledge and abilities would be: Experience: A minimum of six (6) years of increasingly responsible administrative office support experience assisting executive management or a high-level official, preferably in a public agency. Training: High School graduation or satisfactory equivalent, supplemented by the completion of specialized