EXECUTIVE ASSISTANT TO CITY MANAGER (PROMOTIONAL)

Salary : $69,467.00 - $86,754.00 AnnuallyLocation : Montebello, CAJob Type: Full TimeJob Number: FY24-25Department: AdministrationOpening Date: 11/06/2024Closing Date: 11/14/2024 11:59 PM PacificAPPLICATION FILING PERIODThis recruitment is set to close by November 14, 2024. All applicants are encouraged to apply promptly, as this recruitment may close at any time without notice.EXAMOral Exam will be administered as part of the application process.JOB SUMMARY Under general supervision of the City Manager, the Executive Assistant to the City Manager performs complex, highly responsible, confidential administrative, advanced clerical, and routine programmatic support functions of a general or specialized nature; assists the City Manager and City Council with special programs, projects, and researchEXAMPLES OF DUTIES •Provides direct and confidential Executive Assistant support to the City Manager, Mayor, City Council and other administrative staff; receives visitors and answers inquiries and complaints from the public and provides appropriate information or assistance.•As assigned, represents the City Manager at appropriate events; may lead and provide staff support to assigned committees and work groups; writes/prepares reports, attends meetings and takes minutes, transcribes notes, prepares and distributes minutes as required; coordinates and assists as needed with the preparation, distribution, and noticing Council agenda packets.•Coordinates and plans secretarial and clerical activities in the City Manager's Office; establishes and maintains the department's records management system. Sorts, files, prepares, maintains, and processes time sheets, personnel forms, purchasing forms, and claim forms. Schedules meetings and appointments; maintains a calendar for meetings and other events; arranges travel to meetings, conferences, and other events.•Establishes positive working relationships with representatives of community organizations, State/local agencies, City management and staff, and the public.•Refers calls and/or complaints to appropriate City staff for further assistance as needed and takes or recommends actions to resolve the complaint; receives and screens communications to the City Manager and City Council including office visitors, telephone calls, and e-mail messages. Opens, sorts, date stamps, and distributes mail, purchases goods and office supplies.•May supervise, train, and direct other clerical support staff and performs other related duties as assignedDISTINGUISHING CHARACTERISTICS:The incumbents are expected to independently perform the full scope of assigned duties. The Executive Assistant to the City Manager performs a wide variety of tasks with considerable responsibility and political sensitivity exercised in segregating important matters to be brought to the attention of the City Manager. A great deal of independent judgment is required in making decisions per established policies and in relieving the City Manager of operating details such as preparing routine correspondence and interviewing callers. This classification is distinguished from the Senior Administrative Assistant by the performance of sensitive and confidential duties related to the administrative support of the City Manager, Mayor, and City Council. ORGANIZATIONAL RESPONSIBILITIES: The incumbent may supervise other clerical staff as directed.Education and Experience: 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: •Four years of increasingly responsible secretarial or administrative support work experience, preferably including experience working with a local government agency. •Equivalent to two years of college-level coursework, preferably including courses in business administration, public administration, or a closely related field.Knowledge, Skills, and Abilities: Knowledge of Modern office, administrative, and clerical policies and procedures; City policies, rules, and regulations; complex clerical and administrative tasks; basic principles of applicable Federal, State, and local laws, codes, and regulations; methods and techniques of scheduling work assignments; modern office procedures, practices, methods, and equipment, including a computer and applicable software; methods and techniques for record-keeping and report preparation and writing; proper English usage, spelling, grammar, and punctuation; basic mathematics; occupational hazards and standard safety practices. Skill in the operation of a variety of modern office equipment, such as personal computer, phone equipment, keyboards, and calculators; proficiency with Word, Excel, Outlook, PowerPoint and other standard office software. Ability to provide complex clerical support to the City Manager's Office; read, understand, and review documents for accuracy and relevant information; use applicable office terminology, forms, documents, and procedures in the course of the job; interpret and apply City rules, laws, and policies while carrying out a variety of administrative support tasks; organize and maintain complex filing and recordkeeping systems; type at a speed necessary for successful job performance; effectively represent the Department with concerned individuals, organizations, and other public agencies; establish and maintain cooperative working relationships; communicate effectively orally and in writing.PLEASE NOTE:*As of August 24, 2021, the City of Montebello implemented a COVID-19 Vaccination Policy. Employees must be fully vaccinated for COVID-19 before starting work or no later than October 14, 2021. The City encourages applicants to get a free vaccination at a place of their choice or at any walk-in clinic. A candidate's vaccination status will be reviewed as part of the post-offer pre-employment physical examination. Request for exemptions to the mandatory vaccination policy may be submitted for a medical or sincerely held religious belief and will go through a determination process.**The City of Montebello is an Equal Opportunity Employer (EOE) and provides equal employment opportunities without regard to race, color, ancestry, religion, creed, age, physical or mental disability, sex, gender, sexual orientation, gender identity, gender expression, medical condition, genetic information, marital status, military or veteran status, or any other characteristic protected by federal, state or local laws in its employment actions, decisions, policies and practices. CalPERS 2.7% @ 55 or 2% @ 62, depending on member status Classic members pay 8% toward their employee contribution to CalPERS New CalPERS members pay 7.5% toward their CalPERS retirement 11 medical plans available, including dental & vision coverage, maximum paid by City is $1090.00/mo. (3+-party coverage) Or in lieu of coverage, $350 per month medical incentive plan 12 paid Holidays up to 80 annual Vacation leave hours up to 96 Sick leave hours Administrative leave hours $30,000 term life insurance, $30,000 AD&D 30 hours bereavement leave per eligible incident Up to $1,500 per year tuition reimbursement (ANNUAL BUDGET PERMITTING) Deferred compensation plan available Bilingual pay available upon testing up to $150/month Education Incentive Pay Certificate Pay up to $50/month Long Term Disability Program