Description
EXECUTIVE ASSISTANTFull-Time Regular Employment Opportunity
This classification has been designated as confidential. In addition to the base pay indicated above, individuals in this classification receive a 3.5% confidential premium.The final filing date is April 29, 2024, at 5:00 pm or after receiving 100 qualified applicants, whichever is first.We are looking for a talented and experienced professional to be an Executive Assistant to support the City Manager and Assistant City Manager. We are seeking a candidate with experience supporting high-level executives within an organization. Someone with the ability to act on the behalf of multiple executives, handling communication, scheduling, and other administrative tasks in support of operations in the Office of the City Manager. We are seeking individuals with distinct skills in organizational capabilities, time management, presentation development, technical knowledge of the specific area of assignment, customer relationship management, excellent writing skills, data entry skills, travel and logistics management, and communication skills.
Working for the City of Sunnyvale as an Executive Assistant is both challenging and rewarding and you are provided an opportunity to invest in the community and see the results of your work.
Essential Job Functions
(May include, but are not limited to, the following):
- Coordinate administrative details for the Office of the City Manager, including such tasks as maintaining calendars, arranging meetings, compiling agendas, making arrangements for travel and lodging, coordinating schedules, and other similar duties, as assigned.
- Assist with maintaining contact and communications with officials, the public, and with City employees.
- Coordinate special and on-going projects.
- Assemble, check, verify, compile, and review data.
- Perform research and entry-level analysis.
- Prepare and deliver oral summaries and written reports.
- May plan, prioritize, assign, supervise and review the work of staff involved in the performance of a wide variety of clerical and administrative support activities.
- Create and write memos, letters, and various documents, as assigned.
- Monitor Customer Relationship Management system and AnswerPoint system phone and email accounts to review, forward, and reply to constituent inquiries.
- Perform duties normally associated with secretarial positions, including (but not limited to) drafting correspondence and reports, maintaining files and records, receiving guests, and answering phones.
WORKING CONDITIONSPosition requires sitting, walking, standing, bending, squatting, climbing, kneeling, and twisting in the performance of daily activities. The position also requires hand manipulation in simple grasping, pushing and pulling, and fine manipulation. The position requires repetitive hand movement and fine coordination in using a computer keyboard. Additionally, the position requires near and far vision in reading reports, work related documents using a computer. Acute hearing is required when providing phone and in person customer service. The need to lift, drag and push files, paper, books and documents weighing up to 25 pounds is also required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodation.
Minimum Qualifications
Education and ExperienceThe minimum qualifications for education and experience can be met in the following way:
Graduation from high school or the tested equivalent, AND
Six years of responsible administrative work, at least one of which has been in support of management at the senior executive level.
A Bachelor's Degree from an accredited college or university in public administration, business administration, or a related field may substitute for two years of experience performing responsible administrative work.
Knowledge of:- Advanced office management principles and practices.
- Principles and practices of supervision, training, and performance evaluation.
- Principles and practices of analysis and research methodology.
- Principles of records management.
Skill in:- Exercising good judgment.
- Performing research and analysis, and making recommendations.
- Recognizing priorities and taking appropriate action.
- Establishing and maintaining effective working relationships.
- Giving presentations to small groups.
- Organizing and maintaining accurate records and filing systems.
- Collecting, organizing, and analyzing data, and presenting results in an understandable manner.
- Handling multiple, simultaneous tasks.
- Learning, interpreting, and explaining rules and regulations.
- Using tact and discretion.
- Maintaining confidentiality.
- Operating a variety of office equipment.
- Using common office applications associated with personal computers.
- Providing excellent customer service.
- Working with minimal supervision.
Ability to:- Problem solve and make decisions; compile and analyze data.
- Understand various City government documents such as memos, reports, agenda, and minutes.
- Communicate effectively, both orally and in writing.
- Work independently and as a team member.
- Implement a shared approach to accomplishing the mission of work in the Office of the City Manager.
Willingness to:- Work occasional overtime or on weekends and/or holidays.
Licenses/Certificates:Possession and continued maintenance of a valid class C California driver's license or the ability to provide alternate transportation as approved by the appointing authority and a safe driving record.
DESIRABLE QUALIFICATIONS:- Administrative or staff services experience in local government.
- An Associate's or Bachelor's Degree from an accredited college or university.
Application and Selection Process
APPLICATION PROCESSIf you are interested in this opportunity, please submit a City of Sunnyvale employment application, responses to the supplemental questions to the Department of Human Resources no later than
Monday, April 29 by 5:00 pm or after receiving 100 qualified applicants, whichever is first. (postmarks or faxes are not accepted).
Candidates are asked to fully describe any training, education, experience or skills relevant to this position. Electronic applications may be submitted on-line through the City's employment page at www.Sunnyvale.ca.gov , click jobs. Incomplete applications will not be accepted.
EXAM PROCESSApplications will be competitively screened based on the minimum qualifications of this position. Based upon a review of the application materials, the most qualified candidates will be invited to participate in the examination process, which may consist of an oral exam and scheduled for
May 15, 2024. (Note: The examination process may be changed as deemed necessary by the Director of Human Resources).
SELECTION PROCESSCandidates who receive a passing score on the examination will be placed on an eligibility list for up to one year, in accordance with the City's Civil Service Rules and Administrative Policies. Candidates referred to the Department will participate in a selection interview. Any candidate selected by the hiring department will be required to successfully complete a pre-employment process, which may consist of a background history check as well as a medical exam(s) administered by a City-selected physician(s) before hire. Prior to starting work, all newly-hired employees will be fingerprinted to check conviction history. A conviction history will not necessarily disqualify an applicant from appointment; however, failure to disclose conviction history will result in refusal of employment or termination.
INFORMATION ABOUT PROOF OF EDUCATIONAny successful candidate selected by the hiring department will be required to submit proof of education (i.e., original copy of the diploma or college/university transcripts).
ADDITIONAL INFORMATIONPositions in this classification are not represented by a bargaining group and are designated as confidential.
The information contained within this announcement may be modified or revoked without notice and does not constitute either an expressed or implied contract.
The City of Sunnyvale is an Equal Opportunity Employer. It is the policy of the City of Sunnyvale not to discriminate against all qualified applicants or employees on the basis of actual or perceived race, religion (including religious dress or grooming practice), color, sex (includes gender, pregnancy, childbirth, medical conditions related to pregnancy or childbirth, breastfeeding or medical conditions related to breastfeeding), gender identity and/or gender expression, sexual orientation (including heterosexuality, homosexuality and bisexuality), ethnic or national origin, ancestry, citizenship status, uniformed service member status, marital status, family relationship, age, cancer or HIV/AIDS related medical condition, genetic characteristics and/or genetic information, and physical or mental disability. Applicants needing special accommodations for testing should submit a request to the Department of Human Resources at time of application.
Summary of Confidential Non-Management Employees CONF Benefits
Notice of CFRA (California Family Rights Act) Rights and Obligations
Closing Date/Time: 4/29/2024 5:00 PM Pacific
