Development assistant serp_jobs.h1.location_city

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 :

Ability to :

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