Position Summary
Under supervision of the Department Director, the Executive Assistant provides responsible, varied, and occasionally confidential office administrative assistance for the department head and associated supervisory and professional staff members.
This position works closely with the public providing technical information related to a wide variety of public works programs. The Executive Assistant assists in the preparation of contracts, amendments, and purchase orders; recordation of maps, lot line adjustments and other documents with the County; and assists in the public bid process on construction projects within the City.
This class is distinguished from other office support classes by the diversity and consequences of the assigned responsibilities at a department-wide level requiring a broader understanding of City and department functions and the capability of relieving department management staff of day-to-day administrative and coordinative duties. The work requires extensive public contact, the frequent use of tact, discretion, confidentiality, and independent judgment, knowledge of City and department activities, policies and procedures, and the ability to conduct independent projects.
This class is distinguished from other office support classes by the diversity and consequences of the assigned responsibilities. The successful candidate for this position will be required to demonstration initiative, independent judgment and discretion in addition to highly developed office administrative skills.
EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
- Provides administrative support to the Department Director and staff by assisting with duties of an advanced, complex, sensitive, and confidential nature; represents the department at meetings as assigned; acts as a liaison between the Director and other staff and the public, coordinating resolutions and following up with staff when appropriate.
- Coordinates the calendar and schedules meetings and appointments for the Director and makes travel arrangements as required.
- Receives and screens visitors, telephone calls, and correspondence; provides information to the public to ensure an understanding of departmental and City policies and procedures; listens to questions and explains procedures according to existing guidelines; refers citizens to the appropriate department source as appropriate; identifies, negotiates, and/or resolves solutions to citizen complaints and problems when appropriate.
- Research and compile a variety of informational materials.
- Prepare or update periodic and special reports relating to the activities of the department.
- Provide liaison, coordination and staff support to a Commission or Committee.
- Composes, types, and edits a variety of documents including detailed correspondence, forms, memos, reports, statistical reports and specialized documents for the department; proofreads materials for accuracy, completeness, compliance with departmental policies, format, and English usage, including grammar, punctuation, and spelling; prepares articles and documents for social media purposes; inputs and retrieves data and text using a computer.
- Establish and maintain departmental files.
- Completes assigned department bookkeeping functions such as performing Calcard reconciliations by receiving receipts and credit card statements to prepare documentation for the Finance Division, preparing purchase orders and agreements, and processing invoices.
- Conduct and independently carry through a variety of special projects related to the activities of the department.
- Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment, and multi-line telephones.
- May take and transcribe dictation from management and professional staff and may take and transcribe, minutes of meetings; may direct the work of assigned office assistants.
- Record maps, lot line adjustments and other documents at the County.
- Assist in updating department website.
- Assist in public bid process.
- Performs other duties as assigned.
MINIMUM POSITION REQUIREMENTS:
KNOWLEDGE OF:
Standard office administrative practices and procedures, including business letter writing, business arithmetic and the operation of common office equipment; recordkeeping, report preparation, and filing methods; correct English usage, including spelling, grammar, punctuation and vocabulary. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
ABILITY TO:
Provide administrative assistance to one or several managers, supervisors, or others; using initiative and independent judgment within established guidelines; researching, compiling, and summarizing a variety of informational materials and preparing periodic or special reports; using tact and discretion in developing and maintaining effective working relationships with those contacted in the course of the work; composing correspondence and completing projects from brief oral or written instructions; typing at a rate of 50 net words per minute from printed copy and typing accurately from rough drafts or voice recording equipment; organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of supervision. Use English effectively to communicate in person, over the telephone, and in writing. Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
EXPERIENCE AND EDUCATION:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
MINIMUM REQUIREMENTS:
- High School diploma or G.E.D. equivalent is required
- 3 years of responsible office administrative experience is required
- Business or administrative assistant training is highly desirable
- Must possess a valid California driver's license with a satisfactory driving record
- Prior experience in the public sector is preferred
IDEAL CANDIDATE POSSESSES THE FOLLOWING CHARACTERISTICS
Is highly professional, organized, patient, respectful, and ethical; possesses excellent problem-solving skills and a can-do attitude. Communicates effectively and proactively both verbally and in writing. Enjoys working in a small town atmosphere with an engaged public, including merchants, property owners and residents.
PHYSICAL DEMANDS:
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer. Vision to read printed materials and a computer screen, and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.
COMPENSATION & Benefits:
The salary range for this position ranges from $70,385.12 up to $85,553.55 annually. Placement within the range will be DOE.
This is a full-time, non-exempt position represented by the Los Altos Municipal Employee Association.
The benefits package offered by the City includes:
- Retirement: CalPERS retirement plan for Classic members is 2% @ 60 with employee paying a contribution of 7%. PEPRA employees participate on a 2.0% @ 62 plan, with employee paying 6.75% of the retirement contribution. Benefits based on highest three years of compensation. The City does not participate in Social Security.
- Health Plans: Choice of HMO or PPO plans through CalPERS Health with most family plans covered at 100%. Employees who waive coverage may receive stipend of $350 per month.
- Dental/Vision: City also offers a dental and vision reimbursement plan.
- Flexible Spending Plan: Dependent care and health care reimbursement plan available
- Deferred Compensation: Voluntary participation in either Nationwide or ICMA-RC
- Holidays: 10 annual holidays, plus one floating holiday
- Vacation: 10 days annually
- Sick Leave: Allowance of 12 days annually
- The City follows a Defined 9/80 schedule with offices closed every other Friday.
APPLICATION PROCEDURE:
A completed City application, cover letter and resume must be received online at the City's Website: https://www.losaltosca.gov/. The recruitment will remain open until the position is filled. The first review of applications will occur on October 7, 2019.
RECRUITMENT PROCESS:
The applicants most closely matching the City’s desired qualifications and organizational needs will be invited to participate in the interview process.
Prior to hire, candidates will be required to successfully complete a pre-employment process, including reference checks and a complete background investigation.. A conviction history will not necessarily disqualify an applicant from appointment; however, failure to disclovse a conviction will result in disqualification or termination.
EQUAL OPPORTUNITY EMPLOYER:
The City of Los Altos is an equal opportunity employer and does not discriminate in employment on the basis of a person’s race, religious creed, color, national origin, ancestry, mental or physical disability, medical condition, marital status, sex, age or sexual orientation. Candidates with a disability, which may require special assistance in any phase of the application or testing process, should advise City of Los Altos upon submittal of application. Documentation of the need for accommodation must accompany the request.
LIMITATIONS AND DISCLAIMER:
The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position. All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.
