The City of Dublin is seeking an Executive Aide to perform difficult and confidential administrative duties for the City Manager, Dublin City Council, and other executive level Staff. The work involves extensive public contact and relieving the City Manager of routine administrative duties.
The following duties are normal for this classification. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
- Perform a wide variety of executive administrative duties as required by the daily operations and duties of the City Manager’s Office.
- Represent the City to the public, businesses, Council Members and other agencies at the request of the City Manager.
- Direct office activities and schedules; develop and recommend office procedures and systems; ensure smooth operation of the City Manager’s Office.
- Review and summarize miscellaneous reports and documents; prepare background briefing documents as assigned.
- Research and analyze routine administrative projects for the City Manager, City Council, and other assigned Executive Staff; prepare first draft reports on routine administrative matters.
- Receive and distribute the City Manager’s mail and correspondence; review and evaluate mail to identify those items requiring priority attention of the City Manager.
- Be responsible for following up on assignments given to Management Staff from the City Manager; provide status reports to the City Manager.
- Receive telephone calls including complaints and provide assistance to callers using good judgment as to calls requiring immediate priority attention; prioritize and facilitate communication from City Executive Staff, and City Attorney through the City Manager’s Office.
- Independently respond to letters and general correspondence of a routine nature.
- Make travel arrangements for the City Manager, City Council and assigned Executive Staff; maintain appointment schedules and calendars; arrange meetings and conferences.
- Provide administrative support to assigned City task forces, commissions, and/or boards and committees.
- May attend and coordinate evening/weekend meetings and events.
- Write and review reports relating to a wide variety of municipal matters; prepare recommendations.
- Review and process invoice payments and claim forms; review budgets.
- Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service.
- Performs related work as requested.
- Education: Equivalent to the completion of an AA degree in Business, Public Administration, Political Science, English or a related field; Possession of a BA/BS degree is highly desirable.
- Experience: Six years’ experience performing increasingly responsible administrative and executive secretarial work preferably in support of an executive and/or administrative officer(s).
- Local government organizational structure and functioning;
- Codes, principles, regulations and procedures related to the City Manager’s Office and other City Departments affecting the operation of the City;
- Basic supervisory principles and practices;
- Exemplary customer service skills, including dealing effectively with the public, elected officials and City staff, both in person and over the telephone;
- Teamwork and developing consensus;
- Creative and innovative techniques for performing assignments;
- Proper English usage, spelling, grammar, and punctuation;
- Business correspondence formatting;
- Basic mathematical computations, accounting and record keeping;
- Basic budgeting theories and principles;
- Time management;
- Computer applications related to the work performed;
- Standard office administrative practices and procedures, including the use of standard office equipment and Microsoft Office Suite software.
- Learn, understand and interpret rules, regulations, laws and ordinances affecting the operation of the City;
- Analyze situations carefully and adopt effective courses of action;
- Plan, organize and schedule priorities of the City Manager’s Office in the office;
- Compile and maintain complex and extensive records and prepare reports;
- Perform technical, specialized, complex and difficult office administrative work requiring the use of independent judgment; Interpret and implement policies, procedures related to the City Manager’s Office;
- Analyze and resolve office administrative and procedural problems;
- Perform basic research and preparing reports and recommendations;
- Oversee projects, programs and special events as assigned;
- Supervise, monitor and evaluate the work of assigned staff;
- Organize and prioritize workload, coordinate projects, set priorities, meet deadlines and follow-up on assignments with a minimum amount of oversight from the City Manager;
- Use initiative and independent judgment within established policy and procedural guidelines;
- Provide complex office administrative support in the areas of procurement, budgeting, report preparation and staff communication;
- Communicate effectively with co-workers, subordinates, superiors, representatives of public and private organizations and others
- Type at least 60 words per minute.
The City of Dublin offers an attractive salary compensation and benefits plan in a professional, growth-oriented environment. The salary range for the EXECUTIVE AIDE position is $7,220 - $9,025 per month. The following benefits will complete the compensation package:
- Classic CalPERS Members – 2.7%@55; EPMC 0%; 7% Cost Sharing; Single Highest Year
- New CalPERS Members Tier effective 1/1/13 – 2.0%@62; 3.05 Cost Sharing; 3-Year Final Avg. Compensation
- Pay-for-Performance system available
- Choice of medical plans through PERS with the City contributing up to $1,780.00 per month
- Post-retirement medical provided under Government Code Section 22892(b) as established by the Public Employees’ Medical and Hospital Care Act (PEMHCA) through CalPERS; PEMHCA Minimum.
- City-paid full family dental insurance
- City-paid single vision plan; optional family coverage
- IRS Section 125 plan/$900 annual account seed money (HRA)
- City-paid $50,000 term life insurance
- City-paid long-term disability insurance
- Employee Assistance Plan
- Education reimbursement program
- Thirteen paid holidays (including one floating holiday) per year
- Administrative Time Off – 40 hours of administrative leave annually, with the option of being paid for up to 20 hours
- Approximately 22 days per year of General Leave in lieu of traditional sick & vacation leave; increases with longevity
In addition to the above benefits, the City offers voluntary participation in a deferred compensation program, short-term disability program, supplemental life insurance, Dependent Care Assistance program, Commute Alternate Program, and a credit union. The City of Dublin does not participate in the Social Security system except for a mandatory Medicare.
The best qualified candidates, as determined by an initial screening of applications, will be invited to participate in an interview process which may consist of written and/or oral components. Finalists may be requested to submit personal information necessary to conduct a complete background investigation prior to a final selection by the City.
Candidates who successfully complete the interview process may be placed on an employment eligibility list. This list may be canceled at any time, without notice to candidates. All offers of employment are conditional upon the ability to provide verification of authorization to work in the United States. In addition, positions located in the Parks and/or Police Services Department are subject to a background check, including fingerprinting prior to employment.
In accordance with the Americans with Disabilities Act, the City of Dublin will make reasonable accommodations for the participation in employment, programs, and facilities. Please notify the Personnel Division at (925) 833-6605 regarding the type of reasonable accommodations needed within three days following recruitment closing date.
EQUAL OPPORTUNITY EMPLOYER
In accordance with Federal and State laws, the City of Dublin does not discriminate on the basis of race, religion, color, national origin, ancestry, handicap, disability, medical condition, marital status, sex, or age.