Executive Assistant to the Director (Department of Workplace & Employment Standards) (Exempt)

The Position

The City of Oakland is an equal-opportunity employer that values workforce diversity, inclusion, and equity. Oakland has a long history of activism around issues of justice and equity. Both oppression and this resistance to oppression have shaped the city’s historical roots and the lives of its residents to this day. As public servants in one of the most diverse cities in the nation, we strive to develop employees who understand the harm and impacts of systemic inequity to create lasting, meaningful outcomes for everyone. Oakland strives to establish an environment that embraces the richness of culture, community, and individualism of employees.

Department of Workplace and Employment Standards staff are currently approved to telecommute for 50% of their schedule, subject to the department’s operational needs.

Why join the City of Oakland Department of Workplace and Employment Standards (DWES)?
The Department of Workplace and Employment Standards (DWES) enforces the City’s laws that intentionally work to advance equitable opportunities for its residents. DWES oversees specific laws that protect low-wage workers, who are disproportionately brown, black, and women, from wage-theft and inhumane working conditions. It also oversees laws that strive to maximize the City’s procurement power by providing residents, particularly those from disadvantaged and marginalized communities, with access to quality jobs and contracting opportunities for goods and services. DWES strives to advance the social and economic well-being of City of Oakland residents.

Come join the City of Oakland and become part of a diverse organization dedicated to the community and employees whom we serve! Situated at the heart of the Bay Area, the City of Oakland is a vibrant, diverse, and exciting place to work. It is easily accessible, on the forefront of Race and Equity work, and a full-service organization with many innovative community services.

We are looking for someone who is:

• Adaptable and self-motivated. You will be working in a fast-paced, ever-evolving, service-oriented environment with constantly changing priorities.
• An excellent communicator. You will be interfacing with the public and a variety of internal stakeholders at all levels.
• Highly organized. You will be responsible for managing the Director’s calendar as well as your own assignments.
• Able to exercise good judgment. You will need to make decisions with minimal direction.
• Professional. You will be interacting with elected officials and leaders at all levels Citywide.
• Able to exercise confidentiality. You will be dealing with highly sensitive information.
• Technologically proficient. You will be using MS Office Suite, Zoom, and Adobe on a daily basis.

What you will typically be responsible for:

• Performing complex and confidential administrative support requiring specialized knowledge and the ability to interpret broadly defined policies and procedures.
• Keeping department staff informed of all key decisions and any changes to policies and procedures.
• Making appointments and maintaining the Director's calendar including scheduling and arranging meetings and making travel arrangements; organizing meetings and preparing required informational materials.
• Proofreading written materials including website for thoroughness, accuracy, format, and compliance with policies and procedures.
• Compiling and maintaining records and preparing reports.
• Supporting expense tracking, human resources, and timecard/payroll operations.
• Overseeing and onboarding new employees.
• Planning and coordinating department-wide retreats, all-hands meetings, and other employee engagement events.
• Maintaining general office functions, including office supply inventory and ordering, maintaining office equipment, space planning, and liaising with building management on office needs.

Read the complete job description by clicking here .

A few reasons you might love this job:

• You will play an integral role in moving the lives of workers, residents, and local businesses in Oakland.
• You will help make public services efficient, accountable, and responsive to the community.
• You will interact with departments across the City of Oakland and learn how policy and program decisions are made.

A few challenges you might face in this job:

• You will be engaging with individuals at all levels in a politically dynamic environment.
• You will need to quickly learn the work with minimal direction.
• Working in an ever-evolving environment can be demanding and require you to manage multiple tasks and priorities simultaneously.

Competencies Required:

• Professional & Technical Expertise: Applying technical subject matter to the
• Adaptability: Responding positively to change and modifying behavior as the situation requires
  
• Attention to Detail: Focusing on the details of work content, work steps, and final work product
  
• Handling Stress: Maintaining emotional stability and self-control under pressure, challenge, or adversity
  
• Oral Communication: Engaging effectively in dialogue
  
• Writing: Communicating effectively in writing
  
• Building & Maintaining Relationships: Establishing rapport and maintaining mutually productive relationships
  
• Valuing Diversity: Appreciating the benefits of varied backgrounds and cultures in the workplace
  
• Allocating Resources: Prioritizing the use of fiscal and material resources to maximize organizational effectiveness
  
• Political & Organizational Savvy: Working skillfully with politics, procedures, and protocols across organizational levels and boundaries
  
• Mathematical Facility: Performing computations and solving mathematical problems
  
• Using Technology: Working with electronic hardware and software applications
  
• Action & Results Focused (Taking Initiative): Initiating tasks and focusing on accomplishments
• Interpersonal Savvy: Considering and responding appropriately to the needs and feelings of others in different situations
  
  * Click on the link below to see a video on what it's like to work for the City of Oakland! Working for the City of Oakland

Minimum Requirements for Application

Education:
An Associate's Degree in a related field. Bachelor's degree is desirable.

Experience:
Knowledge and experience in municipal government.
Two years of progressively responsible experience in a position comparable to Administrative Assistant II level position in the City of Oakland, or five years of increasingly responsible experience providing administrative and clerical support to an executive management level position or elected official.

Supplemental Information

Supplemental Information:

This is an at-will position, exempt from the provisions of the City of Oakland Civil Service Rules, per Charter Section 902. All applications received will be forwarded to the Department of Workplace and Employment Standards for further consideration.
Meeting the minimum qualification requirements may not result in further consideration, only the most qualified candidates will be contacted for interviews.

What’s in it for you?

• Work/Life Balance: 37.5 hour work weeks, and a flexible/hybrid remote schedule
• 15 paid holidays
• Vacation: 2 weeks per year minimum with the ability to accrue more depending on public sector years of service
• Retirement: CalPERS (California Public Employees’ Retirement System) with a pension formula of 2.5% @ 55 (for Classic CalPERS members) and 2% @ 62 for new CalPERS members. Classic Employees contribute 8% of pre-tax wages. The City of Oakland does not participate in Social Security
• Health: The City of Oakland pays the full cost of employee and eligible dependent coverage at the Kaiser rate. Other plans include Anthem, Blue Shield, United Health Care, and other HMO and PPO plans
• Dental: Delta Dental full premium for employees and eligible dependents
• Vision: VSP full premium for employees and eligible dependents
• Sick leave: Employees accrue 12 days per year
• Deferred Compensation: 457(b) pre-tax plan and an after-tax ROTH 401(k)plan
• Other benefits include a Flexible Spending Account, Wellness Program, Employee Assistance Program, Tuition Reimbursement, Life Insurance up to $200k, and employee Training.

Applicants are required to submit criminal history information upon request after receiving a conditional offer of employment. If the requested information is not furnished in a timely manner, applicants will not qualify for further consideration and will be removed from the eligible list.

The City of Oakland reserves the right to modify the selection process and date of examination as necessary to conform to administrative or business necessity. The information contained in this announcement is subject to change and does not constitute either an expressed or implied contract.

How to Apply

Apply prior to the closing time of the job announcement and allow at least two to three hours to submit your application if you are a new user of the system. APPLICATIONS ARE ACCEPTED ONLINE ONLY. You may apply and view current openings by visiting our employment opportunities webpage at:

http://agency.governmentjobs.com/oaklandca/default.cfm .

If you do not have access to a computer, there are computer stations available at any City of Oakland Public Library. There are also workstations at the Human Resources Management Department, 150 Frank H. Ogawa Plaza, 2nd Floor, Oakland, CA 94612. Workstations are available during regular business hours (normally 9:00 a.m. to 5:00 p.m.).

Our online application system is provided by NeoGov. If you have problems while applying online, please contact NeoGov's Live Applicant Support at (855) 524-5627 between 6:00 AM and 5:00 PM Pacific Time, Monday - Friday. You may also call the City of Oakland Human Resources Management Department during regular business hours at (510) 238-3112 for information; however, we are unable to provide technical support for the online application system.

The City of Oakland is committed to the wellbeing of its employees and offers comprehensive health and wellness services along with an array of other benefits for most positions. Benefits may include*:

• CalPERS Medical
• Dental
• Vision
• Medical Waiver Plan - Cash-In-Lieu
• Flexible Spending Accounts
• Commuter Benefits
• Group & Supplemental Life Insurance
• Employee Assistance Program (EAP)
• Guaranteed Ride Home (GRH)
• Pension Benefits
• Deferred Compensation

* Specific benefits may vary depending on the assignedspecific bargaining unit. Information regarding most benefits can be reviewed here: Employee Benefits Information Current MOUs may be reviewed here: City of Oakland Labor Agreements

Closing Date/Time: 8/13/2024 11:59 PM Pacific

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