City of Norwalk (CA)
Executive Assistant – City of Norwalk
The City reserves the right to limit the applications considered for the first 75 applicants. This recruitment may close at any time; apply immediately.
The City of Norwalk is seeking a highly organized and detail-oriented Executive Assistant to provide comprehensive administrative support. The Executive Assistant provides a variety of administrative and clerical support to the Mayor and members of the City Council; provides information on City activities/programs to members of the public; performs related duties as required. The Executive Assistant plays a vital role that involves managing the City Manager’s office operations, coordinating communication with the City Council, and assisting in the execution of city initiatives. The ideal candidate will have proven experience as an executive assistant or similar administrative role, preferably within a governmental or municipal environment. Strong organizational skills with the ability to prioritize tasks and manage multiple projects simultaneously. Excellent verbal and written communication skills. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software, and the ability to maintain discretion and confidentiality in handling sensitive information.
Core Responsibilities
Receive various inquiries and complaints on behalf of the City Council; advise Council members of communications received, or respond to callers in accordance with policy guidelines; draft correspondence in observance of established practice or as directed by Council members; maintain files and follow up to ensure that parties expressing concerns to the Council members have received a response.
Arrange for transportation and accommodations for Mayor and City Council members when required to be out of town on City business; compile background material for conferences and meetings; prepare claims for travel expense for Mayor and Council members; order materials and supplies; process accounting warrants, requests and invoices.
Maintain the Council member’s calendars; coordinate with parties requesting appointments with the Council members; confer with the Council members as to their availability and interest in attending events and participating in meetings; prepare weekly calendar for Council members and Commissioners of events upcoming for a two week period.
Screen telephone and office callers by furnishing the information requested, taking messages, referring the caller, or when appropriate, resolving the problem or complaint.
Work from indication of objective to be achieved, general directions, or copy, type and/or compose correspondence and other material requested by the Mayor or City Council members; distribute materials pursuant to established procedure or as directed; maintain files for Council members.
Provide information to the City Manager and management staff on matters relating to Council, such as budget preparation.
Attend meetings with individuals or organizations to take minutes for Council member's record at any Council member's request.
Serve as Council members' liaison to commissioners and to organizations, such as Contract Cities, Rio Hondo Home, Private Industry Council, etc.
Takes dictation from the Mayor or City Council members as required.
Provides secretarial support for the Administration Department secretaries during peak periods, vacations and illnesses.
Knowledge of
Secretarial/clerical procedures, techniques, filing systems, and office equipment commonly used in secretarial work, including dictaphones, computers, calculators, and copiers.
Basic principles and techniques utilized in the field of public relations.
Skill in
Typing, which permits a corrected speed of 60 wpm.
Taking dictation at a rate of 90 wpm.
Ability to
Deal effectively and courteously with people from varied socio-economic groups.
Communicate both orally and in writing, in the English language using correct grammar, punctuation, and spelling.
Prioritize, schedule, coordinate, and organize tasks.
Work under minimal supervision and quickly learn office procedures.
Speak Spanish is desirable.
Education and/or Experience Any combination of education and/or experience that has provided the knowledge, skills, and abilities necessary. Example combinations include: completion of a four-year college curriculum in public or business administration, or a related field; and three years of responsible secretarial experience involving highly sensitive administrative responsibilities and interaction with the public.
Required Licenses and Certificates Depending on the assignment, possession of, or the ability to obtain, an appropriate California driver's license and a satisfactory driving record may be required.
Physical Demands and Work Environment Physical Demands While performing the duties of this job, an incumbent is regularly required to use hands to finger, grasp, feel, use repetitive motions in order to operate office equipment. Incumbents are frequently required to sit, talk and hear. Incumbents are occasionally required to stand, walk, stoop, kneel, crouch or reach, and to lift up to 25 pounds. Incumbents perform sedentary work. Specific vision abilities required by these positions are those required to perform office machine operations.
Work Environment Incumbents are not substantially exposed to adverse environmental conditions.
Selection Process Apply online at http://www.norwalkca.gov/city-hall/departments/human-resources. Employment application and supplemental questions must be completed. Resumes will not be accepted in lieu of a City application. Applicant must be specific in describing qualifications for this position on application. Failure to state all pertinent information may lead to elimination from consideration. Stating "See Resume" is not an acceptable substitute for a completed application. Faxed materials or postmarks will not be accepted. Applications will be screened in relation to the criteria outlined in the job announcement. Candidates with qualifications that best relate to the position will be invited to participate in the selection process. Possession of the minimum qualifications does not ensure continuation in the selection process. The selection process will include an oral interview and other testing processes designed to predict successful job performance.
Veteran Preference The City provides preference to military veterans under consideration for initial employment. To claim veteran's preference an applicant must submit their most recent DD214 form. An eligible veteran is one who has served in the United States armed forces and who has received an honorable discharge.
Equal Employment Opportunity Statement The City of Norwalk, in compliance with all applicable Federal and State laws, does not discriminate on the basis of race, color, national origin, ancestry, marital status, age, religion, disability, sex, or sexual orientation in its employment actions, policies, procedures or practices.
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The City of Norwalk is seeking a highly organized and detail-oriented Executive Assistant to provide comprehensive administrative support. The Executive Assistant provides a variety of administrative and clerical support to the Mayor and members of the City Council; provides information on City activities/programs to members of the public; performs related duties as required. The Executive Assistant plays a vital role that involves managing the City Manager’s office operations, coordinating communication with the City Council, and assisting in the execution of city initiatives. The ideal candidate will have proven experience as an executive assistant or similar administrative role, preferably within a governmental or municipal environment. Strong organizational skills with the ability to prioritize tasks and manage multiple projects simultaneously. Excellent verbal and written communication skills. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software, and the ability to maintain discretion and confidentiality in handling sensitive information.
Core Responsibilities
Receive various inquiries and complaints on behalf of the City Council; advise Council members of communications received, or respond to callers in accordance with policy guidelines; draft correspondence in observance of established practice or as directed by Council members; maintain files and follow up to ensure that parties expressing concerns to the Council members have received a response.
Arrange for transportation and accommodations for Mayor and City Council members when required to be out of town on City business; compile background material for conferences and meetings; prepare claims for travel expense for Mayor and Council members; order materials and supplies; process accounting warrants, requests and invoices.
Maintain the Council member’s calendars; coordinate with parties requesting appointments with the Council members; confer with the Council members as to their availability and interest in attending events and participating in meetings; prepare weekly calendar for Council members and Commissioners of events upcoming for a two week period.
Screen telephone and office callers by furnishing the information requested, taking messages, referring the caller, or when appropriate, resolving the problem or complaint.
Work from indication of objective to be achieved, general directions, or copy, type and/or compose correspondence and other material requested by the Mayor or City Council members; distribute materials pursuant to established procedure or as directed; maintain files for Council members.
Provide information to the City Manager and management staff on matters relating to Council, such as budget preparation.
Attend meetings with individuals or organizations to take minutes for Council member's record at any Council member's request.
Serve as Council members' liaison to commissioners and to organizations, such as Contract Cities, Rio Hondo Home, Private Industry Council, etc.
Takes dictation from the Mayor or City Council members as required.
Provides secretarial support for the Administration Department secretaries during peak periods, vacations and illnesses.
Knowledge of
Secretarial/clerical procedures, techniques, filing systems, and office equipment commonly used in secretarial work, including dictaphones, computers, calculators, and copiers.
Basic principles and techniques utilized in the field of public relations.
Skill in
Typing, which permits a corrected speed of 60 wpm.
Taking dictation at a rate of 90 wpm.
Ability to
Deal effectively and courteously with people from varied socio-economic groups.
Communicate both orally and in writing, in the English language using correct grammar, punctuation, and spelling.
Prioritize, schedule, coordinate, and organize tasks.
Work under minimal supervision and quickly learn office procedures.
Speak Spanish is desirable.
Education and/or Experience Any combination of education and/or experience that has provided the knowledge, skills, and abilities necessary. Example combinations include: completion of a four-year college curriculum in public or business administration, or a related field; and three years of responsible secretarial experience involving highly sensitive administrative responsibilities and interaction with the public.
Required Licenses and Certificates Depending on the assignment, possession of, or the ability to obtain, an appropriate California driver's license and a satisfactory driving record may be required.
Physical Demands and Work Environment Physical Demands While performing the duties of this job, an incumbent is regularly required to use hands to finger, grasp, feel, use repetitive motions in order to operate office equipment. Incumbents are frequently required to sit, talk and hear. Incumbents are occasionally required to stand, walk, stoop, kneel, crouch or reach, and to lift up to 25 pounds. Incumbents perform sedentary work. Specific vision abilities required by these positions are those required to perform office machine operations.
Work Environment Incumbents are not substantially exposed to adverse environmental conditions.
Selection Process Apply online at http://www.norwalkca.gov/city-hall/departments/human-resources. Employment application and supplemental questions must be completed. Resumes will not be accepted in lieu of a City application. Applicant must be specific in describing qualifications for this position on application. Failure to state all pertinent information may lead to elimination from consideration. Stating "See Resume" is not an acceptable substitute for a completed application. Faxed materials or postmarks will not be accepted. Applications will be screened in relation to the criteria outlined in the job announcement. Candidates with qualifications that best relate to the position will be invited to participate in the selection process. Possession of the minimum qualifications does not ensure continuation in the selection process. The selection process will include an oral interview and other testing processes designed to predict successful job performance.
Veteran Preference The City provides preference to military veterans under consideration for initial employment. To claim veteran's preference an applicant must submit their most recent DD214 form. An eligible veteran is one who has served in the United States armed forces and who has received an honorable discharge.
Equal Employment Opportunity Statement The City of Norwalk, in compliance with all applicable Federal and State laws, does not discriminate on the basis of race, color, national origin, ancestry, marital status, age, religion, disability, sex, or sexual orientation in its employment actions, policies, procedures or practices.
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