Executive Assistant -Finance

Executive Assistant

The City of Murrieta is accepting applications for the position of Executive Assistant to fill one (1) current vacancy in our Finance Department. The eligibility list established may be used to fill upcoming vacancies within this classification for up to one (1) year.

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.

Receives direction from an assigned Department Director. May provide technical and functional direction and training to lower level staff.

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.

Management reserves the right to add, modify, or remove job duties as necessary and will make reasonable accommodations consistent with the Americans with Disabilities Act (ADA) and California Fair Employment and Housing Act (FEHA) to enable qualified individuals to perform the position's essential functions. The omission of a specific duty does not preclude it from being assigned if it is similar, related, or logically aligned with the role's overall responsibilities.

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 assigned department, including assisting with budget preparation, planning, and implementation; recommends organizational or procedural changes affecting support activities; recommends improvements in work flow, 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 work flow 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

Education and experience any combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered qualifying. A typical way to obtain the required qualifications includes high school diploma or equivalent (GED), supplemented by college-level coursework and/or specialized courses and five (5) years of responsible secretarial experience or two (2) years of experience equivalent to an Administrative Assistant with the City of Murrieta.

Ability to travel to meetings, trainings, site visits, and special events throughout the City may be required. Employee must have access to reliable transportation as needed.

In accordance with government code 3100, "Disaster Service Workers" (DSW) during emergencies. This law stipulates that public employees can be assigned to emergency activities to support the public's health, safety, and property during natural, man-made, or war-caused disasters.

Final candidates must successfully complete a basic pre-employment screening process, which includes a Department of Justice Live Scan (DOJ/LS) background check and a non-safety pre-employment physical examination to ensure the ability to perform the essential functions of the position, with or without reasonable accommodation.

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