Executive Assistant to the Director, Human Resources Management

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.

Why join the City of Oakland Human Resources Management Department?

Are you searching for a fulfilling career that allows you to make a difference and have a positive impact on the local community? Look no further! The City of Oakland seeks a motivated and passionate individual to join our dynamic Human Resources Management Department as the Executive Assistant to the Human Resources Director. 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. Come join the City of Oakland and become part of a diverse organization dedicated to its community and employees. We are a learning organization, committed to developing talent and growing our own. This is a great opportunity to continue your administrative career in an organization with a proven track record of internal promotions.

We are looking for someone who is:

• Adaptable and self-motivated. You will work in a fast-paced, ever-evolving, service-oriented environment with constantly changing priorities.
• An excellent communicator. You will interface 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 interact with elected officials and leaders at all levels Citywide.
• Able to exercise confidentiality. You will deal with highly sensitive information and must maintain confidence and discretion at all times .
• 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.
• Receiving and screening visitors, telephone calls, and emails.
• 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.
• Planning and coordinating department-wide events, all-hands meetings, and other employee engagement events.
• Coordinating staff reports for City Council and Committees.
• Proofreading written materials for thoroughness, accuracy, format, and compliance with policies and procedures. Proofreading and editing web pages; making necessary changes and uploading documents as required.
• Overseeing on-boarding new Human Resources Management employees.
• Supervising, training and evaluating assigned administrative staff.

Read the complete job description by clicking here .
* 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

A few reasons you might love this job:

• As a full-service City, Oakland will continually provide you with daily challenges and variety that keep things exciting.
• You will make a positive impact by playing a vital role in bettering the local community and the lives of its residents through your work.
• You will be part of a growing and dynamic Human Resources Department and help in establishing the City of Oakland as an employer of choice

A few challenges you might face in this job:

• You will engage 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:

• Using Technology: Working with electronic hardware and software applications
• Action & Results Focused (Taking Initiative): Initiating tasks and focusing on accomplishment
• Professional & Technical Expertise: Applying technical subject matter to the job
• Delivering Results: Meeting organizational goals and customer expectations and making decisions that produce high-quality results by applying technical knowledge, analyzing problems, and calculating risks
• Building & Maintaining Relationships: Establishing rapport and maintaining mutually productive relationships
• Oral Communication: Engaging effectively in dialogue
• Writing: Communicating effectively in writing
• Political & Organizational Savvy: Working skillfully with politics, procedures, and protocols across organizational levels and boundaries
• Interpersonal Savvy: Considering and responding appropriately to the needs and feelings of others in different situations
• 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
• 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
• Delegating: Sharing responsibility, authority, and accountability

Minimum Requirements for Application

The following qualifications are guidelines, as the appointing authority has broad discretion in filling positions in this classification.

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

Experience:
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

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 Human Resources Management Department 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 potential for 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 offers dental, vision and a variety of HMO and PPO health plans.
• 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, Life Insurance, Tuition Reimbursement, Employee Training and Development, & Telecommuting
• Incumbent may be eligible for a hybrid work schedule, based on the business needs of the department.

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.

Disaster Service Workers

All employees are designated Disaster Service Workers through state and local law. Employees are required to complete all Disaster Service Worker-related training as assigned and to return to work as ordered in the event of an emergency.

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 GovernmentJobs. If you have problems while applying online, please contact GovernmentJobs 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. For recruitment-specific questions, please contact Lara Williams at lwilliams@oaklandca.gov .

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: 9/18/2024 11:59 PM Pacific

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Oakland, California United States View Map