Executive Administrative Assistant

Job Summary

NOTE : The eligible list that is established from this recruitment will be used to fill Executive Administrative Assistant vacancies that occur throughout City departments during the life of the list. The current vacancy is in the Santa Monica Department of Public Works.

DEFINITION

Provides a wide variety of specialized and complex administrative and office support functions in support of a department.

SUPERVISION

Works under the administrative supervision of a Department Head and/or designee who outlines work assignments, occasionally reviews work in progress and periodically reviews completed work.

Representative Duties

Performs a variety of routine and complex clerical and administrative support duties for a Department Head and other executive management.

Composes, types, and proofreads a variety of detailed material(s) including City Council staff reports, budget documents and correspondence.

Leads and provides support in the implementation and management of the department’s projects and initiatives, including introducing and monitoring new policies and procedures, rules and regulations.

Collects and compiles data; prepares and processes forms, records and reports; develops presentation materials; and prepares various written materials for publishing and storage in electronic formats.

Assists the public and City staff, in person and on the telephone, by answering questions and making referrals to appropriate staff. Serves as a resource regarding department programs and procedures.

Responds promptly and courteously to internal and external customer requests. Takes ownership of internal and external customer needs.

Coordinates and provides responses to public records requests.

Attends various department meetings, and arranges and sets up as required.

Prepares agendas, minutes, packets, and presentations for meetings.

Assists in identifying opportunities to improve the department’s workflows and processes.

Approves purchases, purchase orders, and department invoices for payment and the assignment of account numbers. Prepares requests for warrants, verifies expense reports and reconciles monthly statements.

Checks figures and verifies changes in departmental employee and payroll records. May provide clerical assistance to staff involved in departmental hiring activities.

Serves as a liaison to the Human Resources Department pertaining to the administration of recruitments and performance evaluations, as assigned.

Schedules and arranges appointments, meetings, and travel plans for the Department Head and other staff members. Assists the Department Head with various calendaring and time management constraints.

Files and maintains a variety of records, forms, and correspondence, including personnel-related files. May develop alphabetical, numerical, chronological or other recordkeeping systems, including retention schedule(s) for documents.

Contacts individuals and/or agencies to resolve problems, obtain information, and gather data.

Tracks incoming and outgoing mail to ensure appropriate distribution and timeliness for requests of department services.

Assists in the development of learning activities for staff members. Assists in training temporary and as-needed staff in applicable office procedures.

Represents the Department Head at meetings, as required. Signs documents on behalf of the Department Head, as assigned.

Leads and provides support with coordinating event planning responsibilities for the department e.g., new hire (sworn and non-sworn) and promotional ceremonies, department holiday events, and employee appreciation events.

Performs other duties as assigned.

Requirements

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

Basic project management techniques and practices

Modern office procedures, practices, and equipment

Record keeping principles and procedures

Business English, spelling, punctuation, and grammar

Computer software including word processing, spreadsheet, and presentation applications

Basic learning theories and approaches

Effective training techniques

Effective customer service techniques

Ability to:

Maintain confidentiality

Monitor project and initiative timelines

Train and coordinate staff

Communicate effectively, both orally and in writing with the public and with City employees

Use independent judgment and initiative

Complete assignments in a timely manner

Operate a variety of office equipment

Work in a fast-paced environment

Follow complex oral and written instructions

Learn and use required software applications

Set up and maintain computerized office files and other documents

Conduct research, analyze procedural problems and develop, and implement solutions

Perform basic mathematical computations

Provide effective customer service and respond to inquiries from employees and the public in a tactful manner.

Establish and maintain effective and cooperative working relationships with City employees and the general public

Operate a personal computer and applicable software to enter, modify and retrieve data, prepare correspondence, and complete various job duties.

Skill in:

Typing at a corrected speed of 25 words per minute

Reading, writing and communicating at an appropriate level

REQUIREMENTS

Minimum Qualifications:

Education: Graduation from an accredited college or university with an associate degree or 60 semester units or the equivalent of college-level coursework.

Experience: Four years of paid and progressively responsible administrative support experience. Experience providing complex clerical and technical support to a Department Head or Division Head is desirable. Recent experience in a public sector environment is desirable. Additional relevant work experience may be substituted for the required education on a year for year basis.

Licenses and Certificates:

Possession of or the ability to obtain and maintain a valid Class C driver license or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.

WORKING CONDITIONS

Work is primarily performed indoors in a busy office environment with a consistent need to meet strict deadlines. Office work requires sitting for prolonged periods of time and using a computer keyboard, screen and mouse. Physical demands may include walking, standing, kneeling, bending, reaching, grasping and lifting up to 25 lbs. Position may involve off-site visits and exposure to outdoor elements, noise, dust and seasonal weather conditions. Must occasionally work evenings and/or weekends.

Supplemental Information

HOW TO APPLY:
All applicants must submit an online City application and required supplemental questions to be considered for this position. Please note , applications may be rejected if incomplete. Résumés, CVs and cover letters are not reviewed as part of the application screening process and should not be submitted.

TRANSCRIPTS:
You must submit a copy of your college level transcripts or diploma with your application unless you wish to substitute additional work experience. Applicants who indicate receipt of college level coursework or degree from a foreign institution must provide United States credential equivalency verification along with a copy of your college diploma/transcripts. All materials must be received in the Human Resources Department no later than the filing deadline. You must attach a scanned copy of your college diploma or transcripts to your on-line application. Failure to do so may result in your application being disqualified.

TYPING CERTIFICATES:
You must submit a typing certificate with your application. Typing certifications must come from an accredited organization. Typing tests should have been taken within one year of the posting of this bulletin and must be at a minimum of 25 words per minute. Typing certification must be 5 minutes in length and proctored either virtually or in person. Failure to do so may result in your application being disqualified. If you have completed a typing test administered by the City of Santa Monica and would like to use that test in lieu of attaching a typing certificate, please indicate as such on the supplemental questions.

SELECTION PROCESS: All applicants will be reviewed and only those candidates determined to be most qualified on the basis of experience, training and education, as submitted, will be invited to participate further in the selection process. Testing may consist of the following:

Practical/Written Online Test: Qualifying
Oral Interview: 100%

NOTE: If fewer than three qualified City employees pass the examination, the appointing authority, in accordance with the City's civil service rules and regulations, can decline to use a promotional list, in which case a promotional list will not be established for this position.

BACKGROUND INVESTIGATIONS: Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.

The City of Santa Monica is a progressive, inclusive and culturally-rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our employees are empowered to perform at their highest level and where their differences make a positive impact.

The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces the diversity of our employees. Join us!

Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call (310) 458-8246, TDD (310) 458-8696 (Hearing Impaired Only).

Please note the request for reasonable accommodations must be made to Human Resources at least three work days prior to the examination.

The City's liberal fringe benefits for full-time employment include sick leave, holiday and vacation pay, the Public Employees Retirement System, medical, dental and vision insurance, credit union, deferred compensation, tuition reimbursement, Dependent Care Assistance Plan and priority enrollment consideration at Hill & Dale Family Learning Center, Marine Park Child Development Center, and Santa Monica Early Childhood Lab School.

Closing Date/Time: 4/15/2025 5:30 PM Pacific

Please mention you found this employment opportunity on the CareersInGovernment.com job board.

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• City of Santa Monica

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