Executive Assistant (Admin Service Dept & Eco Dev Dept.)

Description and Essential Functions

Connected by Amazing Employees

The City of Murrieta is accepting applications for the position of Executive Assistant to fill one (1) current vacancy in our Administrative Services Department, and Economic Development Department. This position will be split between both departments. The eligibility list established may be used to fill upcoming vacancies within this classification for up to one (1) year.

POSITION
This position will be shared by two City departments and will provide essential support to both the Administrative Services and Economic Development teams. As the Executive Assistant, you'll provide key support to the Administrative Services Director and to the Economic Development Director. The ideal candidate will be proactive, organized, detail-oriented, helpful, optimistic, and a strong communicator with top-notch customer service skills. You'll need to juggle multiple assignments from different departments. Responsibilities range from routine office duties to complex projects. This is a fantastic opportunity to learn about various City functions and collaborate with a dynamic City team.

DESCRIPTION
Under direction, performs a variety of complex office administrative, secretarial, and clerical duties in support of an assigned Department Director and related management, professional, and supervisory staff, including planning, organizing, and overseeing the operations and functions of the assigned office; coordinates assigned programs, projects, and services with other City departments, divisions, and outside agencies; interacts frequently with the public and provides information or directs questions and requests to the appropriate staff; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED
Receives direction from an assigned Department Director. May provide technical and functional direction and training to lower-level staff.

CLASS CHARACTERISTICS
This is the highest-level general class in the administrative office support series responsible for performing a wide variety of complex office administrative, secretarial, and clerical duties for an assigned Department Director and related management, professional, and supervisory staff. Incumbents regularly work on tasks which are varied and complex, requiring considerable discretion and independent judgment. Positions in the classification rely on experience and judgment to perform specialized, confidential, and technical office support duties to an assigned department as well as performing various research and budgetary support functions. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines and methods to complete assignments. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements.

This class is distinguished from the Senior Executive Assistant in that the latter is a single-position specialized class that provides complex administrative support to the City Manager's office, including the City Manager, Mayor, and City Council.

ESSENTIAL FUNCTIONS

• Relieves Department Director of a variety of administrative details by assisting with duties of an advanced, complex, and sensitive nature; plans, organizes, and carries out administrative assignments and special projects related to the assigned department, including assisting with budget preparation, planning, and implementation; recommends organizational or procedural changes affecting support activities; recommends improvements in workflow, procedures, and use of equipment and forms
• Collects and compiles material for review and analysis; provides recommendations for changes in programs, policies, or procedures to improve efficiency and cost-effectiveness of operations
• Coordinates and participates in the preparation of department budget; monitors budget expenditures and revenues; initiates department purchases for office supplies and other items as assigned; authorizes payment of invoices
• Performs other financial and accounting-related duties, including receiving payments and reconciling them with purchasing orders, tracking vendor and invoice information, assisting with bid requests, price quotes, purchase and expenditure requests, and purchase orders
• Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials
• Composes, types, and edits a variety of documents including detailed and often confidential correspondence, forms, memos, reports, statistical reports, invitations, graphic materials, and specialized documents for the Department Director and other management and department staff from rough draft, dictation equipment, handwritten copy, verbal instructions, or from other material; proofreads materials for accuracy, completeness, compliance with departmental policies, format, and English usage, including grammar, punctuation, and spelling; inputs and retrieves data and text using a computer
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files
• Designs and implements file, index, tracking, and record-keeping systems
• May maintain department personnel files, including processing personnel action forms and sensitive/confidential personnel issues, preparing supervisor-generated performance evaluation forms, processing accident/incident/workers' compensation claim forms, filing pertinent documents, maintaining files in a secure location, and providing information to supervisors and managers
• May serve as secretary to a board, commission, or special task force; provides a variety of support to City boards, committees, and task forces, including coordinating and scheduling meetings, appointments, and speaking engagements; reserving meeting rooms; maintaining reports; compiling and distributing agenda packets; attending meetings; formatting and distributing minutes; and following-up on decisions as required
• Prepares and processes reports, forms, and records, such as City Council agenda items, claims filed against the City, payroll, requests for payments, requests for proposals, bid packages, contracts and agreements, and reimbursement requests
• Coordinates and integrates department services and activities with other agencies and City departments
• Coordinates travel arrangements and accommodations for department personnel and submits all related paperwork
• Maintains calendars and makes meeting arrangements; schedules meetings between City staff or between City staff and other groups or organizations; arranges for necessary set-up and materials to be available at meetings
• Receives and screens visitors, telephone calls, emails, and regular mail; provides information to the public to ensure an understanding of departmental and City policies and procedures and handles issues that may require sensitivity and use of sound independent judgment; listens to questions and explains procedures according to existing guidelines; refers matters to appropriate City staff and/or takes or recommends action to resolve the request or complaints/follow up to ensure issue has been appropriately handled
• May provide technical and functional direction and training to assigned subordinates to ensure office workflow is maintained and office goals are met; assigns work according to changes in workload priorities; evaluates office and administrative functions to recommend changes in-office procedures
• Completes special projects as assigned
• Observes and complies with City and mandated safety rules, regulations, and protocols
• Performs other duties as assigned

Minimum Qualifications

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:

• High School Diploma or equivalent (GED), supplemented by college-level coursework and/or specialized courses
• Five (5) years of responsible secretarial experience or two (2) years of experience equivalent to an Administrative Assistant with the City of Murrieta

LICENSES AND CERTIFICATIONS

• Possession of a valid California Driver's License or other means that would allow travel to various City locations, meetings or trainings

Knowledge, Skills and Abilities / Physical Demands and Environmental Conditions

KNOWLEDGE OF

• Practices and methods of office management and administration
  
• Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions
  
• Applicable Federal, State, and local laws, rules, regulations, ordinances, and organizational policies and procedures relevant to assigned area of responsibility
  
• Principles and procedures of record-keeping and reporting
  
• Principles and practices of data collection and report preparation
  
• Business letter writing and the standard format for reports and correspondence
  
• Business mathematics and basic statistical techniques
  
• Principles of providing functional direction and training
  
• City and mandated safety rules, regulations, and protocols
  
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar
  
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed
  
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff
  

ABILITY TO

• Maintain confidentiality and discretion in handling and processing confidential information and data
  
• Perform responsible administrative support work with accuracy, speed, and general direction
  
• Provide varied and responsible office administrative work requiring the use of tact and discretion
  
• Participate in the preparation of department budget, including gathering and analyzing data related to expenditures and projected charges and monitoring budget expenditures and revenues
  
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities
  
• Compose correspondence and reports independently or from brief instructions
  
• Understand and carry out complex oral and written directions
  
• Research, analyze, and summarize data and prepare accurate and logical written reports
  
• Make accurate arithmetic, financial, and statistical computations
  
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work
  
• Establish and maintain a variety of filing, record-keeping, and tracking systems
  
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed
  
• Plan, organize, and coordinate the work of assigned staff
  
• Independently organize own work, set priorities, and meet critical time deadlines, and follow-up on assignments
  
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines
  
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks
  
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax
  
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work
  

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

ENVIRONMENTAL CONDITIONS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

Supplemental Information

APPLICATION PROCEDURE
A City application form and resume must be submitted online. Applicants can apply online at www.MurrietaCA.gov .

SELECTION PROCESS
Candidates must clearly demonstrate through their application materials that they meet the employment standards outlined above. All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process. Examinations for the position may consist of any combination of appraisal interview, performance test and writing exercise to evaluate the applicant's skill, training, and experience for the position. Successful applicants will be placed on an eligibility list. The City may also merge lists. The selected candidate(s) must successfully complete pre-employment clearances which may include a physical, drug screen, and Live Scan background screening.

EQUAL EMPLOYMENT OPPORTUNITY
The City of Murrieta is committed to providing equal employment opportunities to all employees and applicants for employment. All employment practices such as recruitment, selection, and promotions are administered in a manner designed to ensure that employees and applicants for employment are not subjected to discrimination on the basis of race, color, religion, sex, sexual orientation, national origin, age (over 40), marital or veteran status, genetic information, gender identity, gender expression, medical condition, disability, or any other basis that is inconsistent with federal, state or local laws.

THE COMMUNITY
Located just north of San Diego County, the City of Murrieta is home to approximately 120,000 people. Central to all of Southern California, residents of Murrieta live in one of the safest cities in the U.S. With top-ranked schools, 53 parks, and 1,300 acres of parks, trails, and open space, it is consistently ranked the top place to live in SW Riverside County. With a dynamic business environment, one of the lowest unemployment rates in the state, and a high median income. Murrieta offers its residents an exceptional quality of life in an engaged and connected community.

THE CITY OF MURRIETA ORGANIZATIONAL VALUES
Integrity
We are ethical, honest, and fair in all we do.
Public Service
We deliver responsive and caring service to our community, customers, colleagues, and region.
Professionalism
We exemplify professionalism through our knowledge, accountability, initiative, and dedication.
Teamwork
We thrive in a positive work environment noted for collaboration, support, diversity, and balance .
Leadership
We demonstrate leadership, guide stewardship of resources, and cultivate a vision for the future .

MANAGEMENT & CONFIDENTIAL
The following is a summary of the provided benefits to full-time employees in the represented unit. For further information, please refer to the unit's Salary Resolution or Agreement .

• RETIREMENT : The City participates inthe California Public Employees' Retirement System (CalPERS).
  • Tier 1 (Classic Members hired prior to 12/30/2012)
    • Formula: 2.7% at 55
    • Member Contribution: 8.0% of compensation
    • Final Compensation: Highest twelve (12) consecutive month period

Tier 2 (Classic Members hired on or after 12/30/2012)

• Formula: 2.0% at 60
• Member Contribution: 7.0% of compensation
• Final Compensation: Highest thirty-six (36) consecutive month period

Tier 3 (New Members)

• Formula: 2.0% at 62
• Member Contribution: 50% of normal cost (currently 8.0% of compensation)
• Final Compensation: Highest thirty-six (36) consecutive month period

MEDICAL INSURANCE : The City contributes up to $1,747.83 per month toward medical insurance for employees and their eligible dependents. RETIREE MEDICAL INSURANCE : Please refer to the M&C Compensation Plan for details. DENTAL INSURANCE : The City pays for 100% of the premium for the employee and their eligible dependents. VISION INSURANCE : The City pays for 100% of the premium for the employee and their eligible dependents. LIFE INSURANCE : The City pays for 100% of the premium for a life insurance policy equal to one time an employee's base salary. Additional life insurance is available. SHORT-TERM DISABILITY INSURANCE: The City pays 100% of the premium for the employee. LONG-TERM DISABILITY INSURANCE : The City pays 100% of the premium for the employee. DEFERRED COMPENSATION : Employees are eligible to participate in a deferred compensation plan through Nationwide Retirement Solutions. The City contributes a matching amount to the employee's account on a dollar-for-dollar basis, not to exceed the following amounts.

• $3,400 per year for Department Heads toward 401aplan.
• $3,000 per year for Managers towards the 457 plan.
• $2,000 per year for Confidentialtowards the 457 plan.

ANNUAL LEAVE AND HOLIDAYS : 192 hours of annual leave and 117hours of holiday leave. ADMIN LEAVE ACCRUAL : Department Heads and Management staff.

• Department Heads - 120 hrs per year.
• Management - 80 hrs per year.

AUTO ALLOWANCE : $300 per month DepartmentHeads only(Exception Fire & Police Chief) FLEX SCHEDULE : Administrative staff currently works a 9/80 alternative work schedule. Other schedule options (5/8, 4/10) may be available based on the City's operational needs. SPANISH LANGUAGE PAY : 2.5% of base pay for eligible members of the association who are fluent in Spanish. Eligibility is based on business necessity.
Note: The provisions of this summary do not constitute an expressed or implied contract. Any provision contained in this summary may be modified or revoked without notice. The types and levels of employee benefits provided, including City contributions toward benefit costs, are subject to change as a result of periodic revisions to the M&C Compensation Plan and the City of Murrieta.

01
The information provided in your application must support your selected answers in the supplemental questions. The information you provide will be verified and documentation may be required. Please be as honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during an interview. By completing this supplemental questionnaire, you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal. Responses such as, "see resume" or "see application" will result in rejection of your application. Proof of education is required.

• Yes, I understand and agree
• No, I do not agree

02
What is the highest level of education you have completed?

• Less than a High School diploma or equivalent.
• High School Diploma or Equivalent (GED)
• Some college
• Associate's Degree
• Bachelor's Degree
• Master's Degree
• Doctorate Degree

03
Have you completed college-level coursework and/or specialized courses?

• Yes, I have completed college-level coursework and/or specialized courses.
• No, I have not completed college-level coursework and/or specialized courses.

04
Please indicate the years of responsible secretarial experience you possess.

• None
• Less than five years
• Five years or more

05
Please indicate the years of experience you have that is equivalent to an Administrative Assistant with the City of Murrieta?

• None
• Less than two years
• Two years or more

06
How many years of Executive Assistant experience within a government agency do you possess?

• No experience.
• Less than one year.
• More than one, but less than three years.
• More than three, but less than five years.
• More than five, but less than eight years.
• More than eight, but less than ten years.
• More than ten years.

Required Question
Closing Date/Time: 9/1/2024 11:59 PM Pacific

Murrieta, California United States View Map