Description
The City Manager’s office is seeking an highly organized administrative professional to provide support to the City Manager, Deputy City Manager, and other staff. The selected individual will be motivated, resourceful, creative, and dedicated to providing excellent customer service. The ideal candidate will thrive in a fast paced environment and will enjoy working on special projects with internal staff, the community, and other stakeholders. The ability to draft staff reports, coupled with a strict adherence to confidentiality and discretion, will set the individual apart from other candidates.
This position will be working a 9/80 work schedule with alternating Fridays off. The City provides an excellent benefits package including membership in the California Public Retirees’ System (CalPERS), $1,750 per month total contribution to purchase health insurance, dental and vision insurance provided, up to 56 hours of Administrative Leave annually, Vacation Leave beginning at 96 hours per year, Sick Leave of 8 hours per month, 12 paid holidays per year plus 1 Personal Leave day, basic life insurance policy, and retiree medical. Please review the Administrative Code and Employee Benefits Guide for more information.
This recruitment requires a compelling cover letter outlining your relevant training and experience including why you are interested in becoming part of the City of El Segundo team, along with a resume to be attached to the online application in order to be considered complete.Definition: Under general supervision, performs advanced-level administrative, office and management support duties for the City Manager, City Council or other executive management as assigned requiring exercise of initiative, and independent judgment and decision making.
Essential Job Functions
Essential Functions: Essential functions, as defined under the Americans with Disabilities Act, may include the following duties and responsibilities, knowledge, skills and other characteristics. This list of duties and responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class.
Characteristic Duties and Responsibilities: Positions in this classification typically perform a full range of duties at a level of complexity represented by the following types of responsibilities:
- Works closely with and prepares materials for City Manager, City officials or executive management on highly sensitive and confidential matters;
- Provides information to others requiring in-depth knowledge of City activities, business and policies;
- Responds to or refers inquiries for services to appropriate resources;
- Receives and evaluates customer complaints directed to high level City officials or executive management and recommends and/or initiates an appropriate course of action;
- Tracks, monitors and provides follow up on complaints and their resolution with City management and City Council;
- Performs administrative/secretarial duties for the City Manager, City Council or executive management; assists in the operation of an office;
- Maintains complex filing systems;
- Receives and reviews incoming correspondence, researches and drafts appropriate responses as delegated or directs to appropriate department for investigation and response;
- Independently prepares a variety of correspondence and selected reports for review/signature on behalf of an administrative supervisor;
- Initiates, researches, writes and finalizes a variety of written materials for accuracy, completeness and conformance with applicable rules and regulations;
- Prepares meeting agendas, documents, reports and minutes according to accepted City and State requirements;
- Plans and implements routine and special meetings and trips;
- Attends staff and City Council meetings as assigned;
- Maintains calendars and schedules, and coordinates appointments, meetings and a variety of official events as assigned;
- Maintains records of departmental expenditures;
- Assists in preparation of and monitors budgets;
- Reviews, prepares and may authorize purchase requisitions and payment of invoices;
- Orders supplies and equipment;
- Collects and compiles statistical, financial and other information for special or periodic reports;
- Additional duties as required depending on assignment:
- Monitors and tracks legislative activity and actions and keeps City Manager, City officials or executive management informed; and
- prepares various communications on behalf of the City in response to legislative activities.
Knowledge, Skills and Other Characteristics: To perform this job successfully, an individual must be able to perform each essential function. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Knowledge of: - Principles and practices of office administration;
- Basic budgeting procedures and financial record keeping;
- Policies, practices, procedures and terminology of City operations; and
- A variety of computer software, including Microsoft Office and database applications.
Skill in: - English composition, grammar and punctuation;
- Composing letters and preparing a variety of reports, using appropriate format and computer software;
- Preparing statistical reports;
- Bookkeeping practices and procedures;
- Following oral and written instructions and procedures;
- Presenting ideas and concepts orally and in writing;
- Effectively resolving disputes;
- Effectively managing multiple priorities in a high volume work environment;
- Utilizing public relations techniques in responding to inquiries and complaints;
- Working with a diverse group of individuals; and
- Establishing and maintaining effective working relationships with other City employees and the public.
Qualifications
Minimum Qualifications: A combination of experience and education that would likely provide the required knowledge and abilities may be qualifying. A typical way to obtain the knowledge and abilities would be:
Experience: F ive (5) years progressively responsible secretarial/office administrative experience providing assistance to an administrative official or senior management.
Education: Graduation from high school or GED.
Please Note: Candidates deemed most qualified, as reflected in their application materials, will be invited to continue in the recruitment process. The prospective candidate must successfully complete a thorough background review, including being fingerprinted by the El Segundo Police Department. The resulting report of your conviction history, (if any), will be evaluated along with the other information received in connection with your application. Except as otherwise required by law, a criminal conviction will not necessarily disqualify you from the position. The nature, date, surrounding circumstances, and the relevance of the offense to the position applied for may, however, be considered.
Disaster Service Worker: In accordance with Government Code Section 3100, City of El Segundo Employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly.
Probationary Period: All employees must successfully complete a 12-month probationary period in order to attain permanent status with the City of El Segundo.
The City of El Segundo is an Equal Opportunity Employer, committed to supporting Diversity Equity and Inclusion initiatives to build and sustain an environment that values diversity, welcomes opportunities to engage and understand others, and fosters a sense of belonging.
MANAGEMENT/ CONFIDENTIALEMPLOYEES (M&C)Benefit Summary PERS Retirement :
Miscellaneous employees - Tier I-2% @ 55 . Tier II-2%@60 for individuals employed by the City on or after 12/30/12 who are already PERS members.Tier I and II members pay 7% of PERS member share and 1% shall be employee-paid cost-sharing of the City's contribution under Gov. Code section 20516(a).Single highest year is coordinated with Social Security and Medicare. PERS 2%@62 for new employees/members hired on or after 1/1/13.Three year average coordinated with Social Security and Medicare.Members pay 50% of normal cost (6.75%).
Safety employees (Battalion Chiefs) - 3% @ 55 for current employees and individuals hired by the City who are already PERS members.Single highest year. Employees pay a total of 12% towards retirement. 2.7%@5 7 for new employees/members hired on or after 1/1/13.Three year average final compensation.Members pay 50% of normal cost .
Social Security: The City matches employee’s Social Security contribution, which is 6.2% of your salary and is made on a pre-tax basis. The 2024 Social Security income cap is $168,600.
Medical -Monthly medical contribution of $1,750 ($932 for medical and $818 for flex dollars). Flex dollars may be used toward a medical premium and/or deferred compensation plan. Employees are responsible for paying any out-of-pocket balance of the medical plan premium through a pre-tax payroll deduction.
Deferred Compensation: Voluntary participation in Mission Sqaure 457 plan.
Dental & Vision :MetLife Dental and VSP vision benefits are provided.
Flex Plan :Section 125 Plan, allows for payment of employee-paid insurance, medical treatment, and dependent care expenses with pre-tax dollars.
Employee Assistance Program : Employees are eligible for the basic level of service.
Life Insurance :$50,000 term life policy provided by City; employee can purchase additional self and dependent coverage at group rates.
Long-Term Disability: In addition to basic LTD plan (662/3 % of first $9,750 after 60-day waiting period), City provides Executive LTD which pays 75% of first $12,000 of employee's salary less the amount of any other income, up to a total of $2,500.Applies to non job-related occurrences.90 day waiting period.
Holidays :11 fixed paid holidays plus one day of personal leave/floating holiday per year.Battalion Chiefs paid 156 hours.
Vacation Leave :96 hours (1-5 years); 120 hours (6 - 10 years); 144 hours (11 - 14 years): 200 hours after 14 years.Leave can be used after 6 months of service.Annual cash conversion option. Upon reaching "E" step, employees accrue vacation based on total years of public sector service.
Sick Leave :8 hours per month.
Administrative Leave: Mid-Management and Confidential positions shall recieveup to 56 hours per calendar yearupon reccommendation of the Department Director and approval of the City Manager.
Bereavement Leave: Three (3) working days (or 40 hours where travel is 500 miles or more) for qualifying incident.
Tuition Reimbursement :Up to $2,000/year for work-related college courses.
Cell Phone Stipend: City cell phone provided depending on position.
Educational Incentive Pay :Battalion Chief $1170.19/mo for Bachelor's, $1755.28 for Master's.
Certification Pay :$585.09 Chief Officer Cert Pay for Battalion Chiefs.
Other : Uniform Allowance ($40/mo) for Battalion Chiefs; Voluntary participation in Credit Union; Payroll Direct Deposit; Long-Term Care (premiums paid by employee).
1/14; 12/15; 8/19; 8/22; 24
Closing Date/Time: Continuous
