Executive Assistant to the City Manager

  • City of Costa Mesa, CA
  • Costa Mesa, California
  • Jun 04, 2022
Full Time Administration and Management Municipal or County Clerk
  • Salary: $77,424.00 - $103,776.00 Annually USD

Job Description

Description

SALARY
  • up to $103,776 annually (salary range: $77,424 - $103,776)

*Effective July 2022: 2% Salary Increase will be applied.

Under general supervision of the City Manager, this position performs highly responsible and complex administrative support work in providing clerical and routine administrative or technical services for the City Manager's office.

CLASS CHARACTERISTICS:

Work involves performing difficult and highly complex administrative services, which includes relieving the City Manager of routine administrative details and certain public contact duties. Work requires the exercise of independent judgment, initiative and discretion based on a knowledge of administrative policies and procedures organizational management and the municipal organization in performing daily activities. Work also involves important contact with the City Council and officials of the City's operating departments and offices. Supervision and direction of work assignments is exercised over subordinate clerical personnel on behalf of the City Manager. The incumbent works with minimal or no supervision in the performance of the majority of office duties and administrative or technical tasks; however, special and unusual assignments may be subject to closer guidance. Work is reviewed by the City Manager for the achievement of desired results and adherence to policies and procedures.

CONFIDENTIAL EMPLOYEE DESIGNATION:

An employee in this classification may have access to decisions or the decision-making process of the City concerning matters related to employer-employee relations and may have access to or may prepare confidential materials and/or information and/or recommendations on behalf of the City in matters relating to employer-employee relations.

APPLICATION AND SELECTION PROCESS:

Applications and resumes must be completed and submitted online. This recruitment will remain open until filled and may close without prior notice, therefore prompt application is encouraged.

First application review date is Friday, April 29, 2022.

Applications and resumes must be completed and submitted on-line by the specified deadline . Candidates must upload a detailed resume into their on-line application in the "Attachments" section of the online application. Candidates are requested to provide specific information regarding their education and experience as it relates to the position by completing all fields of the application. Applications may be rejected if incomplete .

Based upon the information presented on the application, a limited number of candidates who possess qualifications most pertinent to the position will be invited to participate in the selection process. The selection process may include, but is not limited to the following components: application review and evaluation, written examination or exercise, typing test, physical examination, practical exercise and interview evaluation. Please notify the Human Resources Division 72 hours in advance of the test date if you have a disability which requires accommodation for the testing process. The eligibility list will be in effect for one (1) year, unless exhausted sooner. The eligibility list established from this recruitment may be utilized to fill lower-level vacancies which occur during the life of the list.

It is recommended you use a personal email address on your application instead of a work email address. Notifications during this recruitment will be sent by email only (regardless of the notification preference selected during the on-line application process). Notifications will be sent to the email address that is listed on your online application.

All employment offers made by the City are contingent upon establishing proof of a prospective candidate's legal authorization to work in the United States and successfully passing all components of the pre-employment process which may include, but is not limited to: comprehensive background check, criminal history check (livescan fingerprint check), and post-offer medical evaluation (may include drug screen). Based upon current and/or future assignments, an employee may be subject to pre-employment, random, reasonable and post-accident drug and alcohol testing pursuant to the Department of Transportation Regulations.

Note: The provisions of this job bulletin do not constitute an expressed or implied contract. Any provisions contained within may be modified or revoked without notice.

Essential Functions

These functions may not be present in all positions in this class. When a position is to be filled, the essential functions will be noted in the announcement of position availability. Management reserves the right to add, modify, change or rescind work assignments as needed.

Performs a wide variety of complex office administration tasks in relieving the City Manager or other office staff of important details.

Relays information and directives to City leadership staff and Department administrative support staff as directed by the City Manager; acts as a liaison between the City Manager, City staff and outside agencies.

Receives telephone calls and visitors for the City Manager, ascertains nature of business and directs either to the City Manager or, where feasible, to another appropriate authority for disposition; schedules appointments for and with the City Manager; arranges and confirms meetings with the City Council and numerous other official and community bodies; makes travel assignments.

Composes, reviews, edits, and assembles correspondence, memos, reports, forms, and other documents including those of a confidential nature, to ensure completeness, accuracy, and compliance with policies and procedures for the department head, other staff, and projects as assigned.

Handles highly confidential information and documents regarding labor relation matters.

Attends a variety of City Council, commission, community group, staff, and other meetings; takes notes and transcribes minutes; assembles and prepares agendas packets; disseminates information to relevant parties.

Supervises and trains subordinate clerical personnel and serves as Office Manager for the City Manager’s Department.

Establishes and implements complex and varied office policies, practices, forms and procedures.

Participates in budget preparation and maintains budget accounts.

Answers inquiries requiring interpretations of municipal policies, rules and regulations.

Provides administrative support to the members of the City Council or other officials as required.

Provides backup support for other administrative support staff as necessary.

Prepares or supervises the preparation and maintenance of various reports and records; prepares complex worksheets and tables from standardized data and makes arithmetical calculations on material assembled.

Establishes and maintains routine and complex databases and filing systems which may contain confidential and sensitive files and documents.

Performs related work as required.

Qualification Guidelines

A typical way to obtain the requisite knowledge and abilities to perform the duties and responsibilities of this classification is as follows:

EDUCATION, TRAINING AND/OR EXPERIENCE:

Graduation from high school or its equivalent.

Three years of progressively responsible secretarial and clerical experience, including high level administrative support to executive level staff. Experience supporting a public agency Executive Director, governing body, and/or commission is desirable.

LICENSE AND/OR CERTIFICATE:

Class C California Driver's License. Revocation of license during employment may result in disciplinary action or reassignment.

REQUISITE KNOWLEDGE AND SKILL LEVELS:

Knowledge of secretarial practices and procedures.

Knowledge of business English, spelling, and arithmetic.

Knowledge of modern office methods, practices, procedures, and equipment including computers and standard business software (i.e. Microsoft Office applications).

Knowledge of general municipal operations and organization and any applicable codes and ordinances.

Knowledge of pertinent federal, state, and local laws, codes, and regulations related to municipal operations.

Knowledge of principles and procedures of filing and record keeping.

Knowledge of proper English usage, spelling, grammar, and punctuation.

Knowledge of basic arithmetic, fiscal record keeping, and budget administration.

REQUISITE ABILITIES:

Ability to provide outstanding customer service to both internal and external customers.

Ability to train, coordinate, supervise, and evaluate the work of others.

Ability to perform responsible analytical, programmatic and administrative duties involving the use independent and sound judgment and personal initiative within established guidelines, rules and procedures.

Ability to establish and maintain cooperative working relationships with employees, City officials, and the general public.

Ability to work in a fast paced environment under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.

Ability to maintain professionalism and composure at all times, in person and over the phone, including stressful situations and when handling disputes and complaints.

Ability to make quick and accurate arithmetical calculations and to maintain fiscal or general records.

Ability to prepare and maintain accurate and clear written documents such as reports, records, memoranda, forms, and correspondence.

Ability to maintain confidentiality relative to critical and sensitive information, records and reports including matters related to employer-employee and labor relations.

Ability to communicate clearly and effectively, both orally and in writing.

Ability to handle multiple priorities, organize work, and meet deadlines.

Ability to demonstrate sensitivity, tact, and excellent customer service while interacting with others.

Ability to work with highly confidential information requiring discretion and diplomacy.

Ability to learn, interpret, explain, and apply departmental policies and procedures, and pertinent federal, state, and local laws, codes, and regulations.

Ability to understand and follow oral and written instructions.

Ability to type at a corrected rate of 50 net words per minute.

Ability to work overtime including early morning, late evening and/or weekend assignments and travel to various locations or off-site meetings and events when necessary.

Supplemental Information

PHYSICAL TASKS AND ENVIRONMENTAL CONDITIONS:

Please contact Human Resources for a summary of the essential tasks and environmental factors for this classification.

Employee accommodations for physical or mental disabilities will be considered on a case-by-case basis.

To view benefit information for all groups, Click Here

New employees contribute the following amounts on a pre-tax basis towards the 2%@60 or 2%@62 CalPERS retirement formula depending on eligibility:
  • Effective July 8, 2018: 12% of their salary

Employees receive the following health insurance flexible benefits contribution:

  • Effective June 2022: $1,500 monthly


The City does not participate in the Social Security system; however, federal mandate requires new employees to contribute 1.45% of wages to Medicare. As a condition of employment, all new employees are required to enroll and participate in the direct deposit program.

Closing Date/Time: Continuous

Special Instructions

Continuous

Job Address

Costa Mesa, California United States View Map