Executive Administrative Assistant

Administrative Assistant

Salary Note: Although the full salary range for this position is provided, appointments are made at the range minimum

THE CITY: Palm Springs, located in the Coachella Valley, is known for its luxurious yet relaxed lifestyle. Picture waking up to fresh air, surrounded by palm trees, and enjoying stunning mountain views. This city offers a perfect blend of nature and modern living for both residents and visitors. Palm Springs is ideal for families, offering numerous parks, gardens, and nature reserves for leisurely activities and wildlife encounters. With a wide range of attractions and events, there's always something fun for everyone in the family. To see the exciting things going on visit the Engage Palm Springs website. The City of Palm Springs is committed to cultivating a diverse, equitable, and inclusive workplace, from policies to inclusive healthcare, and making people of various backgrounds feel welcome and supported. To view our recent Human Rights Campaign, visit the Municipal Equity Index (Download PDF reader) website.

Examples of Essential and General Responsibilities

Essential and other important responsibilities and duties may include, but are not limited to, the following:

• Performs a full range of executive-level administrative duties.
• Serves as contact and liaison for assigned functions and programs with other City departments and staff, the general public, and outside agencies and organizations; interacts with government officials, City Council, representatives from business and community organizations, the public, and all levels of personnel; resolves sensitive and controversial issues or refers to executive/management staff as appropriate; explains various programs, policies, and activities.
• Makes travel arrangements; maintains multiple executive calendars and appointment schedules; arranges meetings and conferences.
• Screens calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information and assistance; researches information related to City regulations and departmental policies; assists the public and other City staff in interpreting and applying City policies, procedures, codes, ordinances, rules and regulations in response to inquiries that often require the use of independent judgment and the understanding of policies and procedures.
• Collects, compiles, and analyzes information from various sources on a variety of specialized topics related to programs administered by the position or by executive/management staff; writes reports that present and interpret data, identify alternatives, and make and justify recommendations.
• Performs a wide variety of complex, responsible, and confidential duties for assigned office and staff; relieves executive and management staff of administrative work, including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
• Drafts, types, word processes, and proofreads a wide variety of reports, letters, memoranda, agendas, work orders, correspondence, resolutions, proclamations, certificates, and other documents; types from rough draft, verbal instruction, or transcribing machine; independently composes correspondence and other documents related to assigned area of responsibility.
• Performs a full range of accounting duties in support of assigned area; coordinates and tracks accounts payable and accounts receivable; may prepare department payroll for processing; may assist in coordinating, developing, and monitoring the assigned budget; monitors expenditures and purchasing activities; prepares purchase orders; receives, and records invoices and fees.
• Assists in a variety of special program operations; coordinates, supervises, monitors, and participates in other assignments and activities as assigned; maintains control files on matters in progress and expedites their completion; serves on committees as assigned.
• Maintains publications, assists with or oversees the development of program flyers, advertising, and other communications materials.
• Prepares and/or organizes files, orders supplies, processes, and distributes mail.
• Performs related duties, responsibilities, and assignments as required.

Minimum and Preferred Requirements

Minimum requirements must be clearly demonstrated on the application to be considered, however, meeting the minimum requirements does not guarantee an invitation to compete further in the selection process. Experience requirements must be demonstrated in the "Work Experience" section of the application, other sections of the application will not be used to determine experience qualifications. (One year of work experience is the equivalent of 12 months of full-time work. "Full-time work" means at least 36 hours of work over a period of one week or 1,872 hours of work over a period of 12 months.) Qualifications noted as "desirable" or "preferred" are not included as part of the minimum requirements.

Experience:

• Five (5) years of increasingly responsible administrative and/or secretarial experience is required.
• Recent, within the last three (3) years, responsible administrative/secretarial experience working for a Department Head or Executive is preferred.
• Experience working with and supporting political and elected officials, commission boards, and stakeholders is preferred.
• Experience working in a public sector agency is preferred. (Public sector agencies includes State, County, School, or City Government, Law Enforcement, or other Public Sector Agency.)
• Tyler Munis or other financial software experience is preferred.
• Proficiency in Microsoft Office (Access, Excel, Outlook, and Word) is preferred.

Training:

• High School diploma or equivalent education is required.
• A Bachelors degree from an accredited college or university with major course work in Business Administration, or related field; or any combination of education and experience that provides equivalent knowledge, skills, and abilities is preferred.

License or Certificates:

• Possession of, or ability to obtain, an Airport Security Identification Display Area (SIDA) Badge, which is approved through the Federal Transportation Security Administration (TSA) may be required.
• Ability to type 40 wpm is preferred.

In addition to the above, the ideal candidate will possess strong knowledge of the principles, practices, and abilities in the following:

Key Competencies:

• Business letter writing and report preparation
• Communication
• Independent judgment
• Confidentiality

Core KSA's:

• Operational characteristics, services, and activities of assigned functions, programs, and operations of an executive office, complex secretarial and administrative support duties.
• Perform confidential, responsible, and difficult secretarial and administrative support duties involving the use of independent judgment and personal initiative, and resourcefulness in support of the assigned staff.
• Understand, interpret, and apply administrative and departmental policies and procedures, as well as pertinent federal, state, and local codes, laws, regulations, and ordinances.
• Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press, or other agencies on sensitive issues in the area of responsibility.
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.

Special Requirements:

• Must successfully complete a pre-employment background investigation, fingerprints, and a physical exam.
• Must be willing and able to work various shifts, including nights, weekends, and holidays.

Working Conditions:

The following work environment and physical conditions described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations. This position works in an office environment with exposure to computer screens and may require maintaining physical condition necessary for sitting for prolonged periods of time; and/or airport environment with exposure to computer screens, heat, noise, dust, grease, smoke, fumes, gases, and potentially dangerous situations. Essential and marginal functions may require maintaining physical condition necessary for standing, walking, and sitting for prolonged periods; talk and/or hear, in person and by telephone; use hands to operate standard computer and operations equipment; specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.

Application and Exam Information

A completed application, resume, and supplemental questionnaire are required by the closing date and time. As a candidate for the position, you will want to be sure your application accurately reflects your skills and abilities as they relate to the position to achieve maximum opportunity. Applications will be reviewed carefully, and only those who appear to have the best qualifications will be invited to continue in the selection process. Minimum requirements must be clearly demonstrated on the application to be considered, as this information will be used to determine minimum qualifications. Experience requirements must be demonstrated in the "Work Experience" section of the application; other sections of the application will not be used