Executive Assistant

Executive Assistant

The Parks and Community Services Department is seeking a self-starting, creative, forward-thinking, team-oriented individual to serve as Executive Assistant. We are looking for an individual who thrives in a dynamic, fast-paced environment and is committed to providing exceptional customer service and organizational support. This position will be responsible for several critical business functions, including supervising the Customer Service Center and team; coordinating Commission meetings, including agenda preparation and minute-taking; performing a variety of financial and payroll-related functions; and assisting with departmental HR functions and administrative operations. This is an exciting opportunity to play a vital role in a Department dedicated to enhancing the quality of life for our community. Bilingual skills in English and Spanish are highly desirable.

Under limited supervision, to serve as an assistant to the head of a City department; to relieve management staff of clerical and assigned administrative tasks; to manage the office of a City department and coordinate departmental office operations; to perform complex and advanced secretarial duties; to maintain the department budget; to coordinate, direct, and monitor the work of various clerical classes in a lead capacity as required.

This job class functions at a lead supervisory level of classification and is the third level of the administrative support secretarial class series. Incumbents are expected to exercise a high degree of initiative, independent judgment, and discretion. This class differs from the class of Administrative Assistant II by the preponderance of duties requiring considerable knowledge of the City's governmental structure, purchasing and budget development, department organizational patterns, policies and services, other governmental services and the level and degree of administrative tasks assigned by the department head. Incumbents must work closely with the Department Head in supporting the accomplishment of administrative tasks, using a high degree of professional demeanor, e.g. trust with confidential information.

Receives direction from the department head and/or assistant department head. Coordinates, monitors, and evaluates the work of various temporary and regular clerical classes in a lead capacity as required.

Examples of Duties

Duties may include, but are not limited to, the following:

• Plans, organizes, and coordinates the complex clerical and routine administrative activities and operations of assigned department to ensure the timely completion of projects within established schedules and timelines
• Performs and handles routine and sometimes complex administrative details not requiring the immediate attention of the department director
• Prepares Council, Commission, and/or Committee agenda items and packets
• Takes and transcribes minutes of staff, commission, committee, and other meetings
• Edits and composes correspondence, memos, letters, and reports
• Monitors Council and Commission actions and keeps current on pending issues; follows up with staff concerning various items referred by the department head for action
• Acts in a liaison capacity between the department head, staff and representatives from other departments, agencies, and the public in situations often involving problem solving or discussion and persuasion to gain concurrence and cooperation
• Initiates and maintains a variety of files regarding essential departmental activities
• Gathers data for special reports or projects
• Assists in selecting, and is responsible for training and evaluating clerical employees
• Manages the clerical support function of the department ensuring that work is handled on a priority basis and completed in a timely manner; checks work for accuracy, correct English usage, completeness, and compliance with instructions

Other duties may include: Administering English/Spanish bilingual tests; Proofreading and editing translations; Notary Public services.

Employment Standards

Knowledge of: office procedures, including preparing correspondence and reports and recordkeeping systems; business English, vocabulary, spelling, grammar and punctuation; formats for business correspondence and reports; overall structure and function of City governmental operations, policies, rules, regulations, and procedures; administrative process unique to the City department assigned; principles of administration and management; procedures used in budget preparation and control; principles, practices, and techniques of supervision; methods of utilizing computer processes and software to improve the effectiveness and efficiency which is critical to departmental administrative operations.

Ability to: maintain strict confidentiality; multi-task; perform varied complex and difficult clerical work involving independent judgment and requiring accuracy and speed; organize and prioritize work assignments; use sound judgment in making decisions; perform keyboard tasks at a moderate rate of speed; accurately type to produce finished copy which includes technical terminology from rough copy or machine dictation; take and transcribe dictation with speed and accuracy; adjust to workload changes and meet deadlines under pressure; compose and edit correspondence; maintain confidential files and privileged information including labor relations/negotiations information; set up and maintain complex records, files, and payroll data; develop a thorough knowledge of the rules, organization, polices and procedures of the City department assigned; understand, apply and explain laws, ordinances, policies and procedures; evaluate and resolve potentially sensitive issues through discussion and persuasion in order to gain concurrence and cooperation; communicate clearly and logically orally and in writing; evaluate computer software packages and recommend improved office use of new or improved computer systems; work independently and maintain security of confidential information; operate standard office equipment; train, supervise and evaluate clerical staff as assigned; perform arithmetical calculations using addition, subtraction, multiplication, and division; communicate via radio and hear dispatch radio signal; hear adequately to converse on the telephone and in person; intermittently bend and twist to reach equipment on surrounding desk; intermittently reach above and below shoulder level to reach books, files and reports on shelves and in filing cabinets; grasp files, documents and equipment with right and left hands; climb stairs; squat and kneel to reach files and related legal documents; sit at a desk using near vision for long periods of time; work indoors in an office environment subject to heat/cold and fragrances such as perfumes; speak English; speak Spanish highly desirable; establish and maintain effective work relationships with those contacted in the performance of required duties.

Typical Qualifications

Training and Experience: Any combination of training and experience which would provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

• Six years of increasingly responsible office administrative and secretarial work experience which would provide the knowledge and abilities listed above

• Four years as an Administrative Assistant II with the City of Watsonville.

Supplemental Information

The candidate selected will be appointed for a 12-month probationary period. Names of successful candidates who do not receive a job offer will be placed on an employment list which normally remains effective for one year. The Human Resources Department may abolish an Employment list at any time the needs of the city so require. This position is represented by the Confidential bargaining group. Prior to appointment to the position of Executive Assistant, a medical examination and Department of Justice LiveScan fingerprinting will be required. The City of Watsonville is an Equal Opportunity Employer and encourages workplace diversity. The City of Watsonville is committed to compliance with the Americans with Disabilities Act by including people with disabilities in all of its programs and activities. NOTE: THIS ANNOUNCEMENT DOES NOT CONSTITUTE A CONTRACT, EXPRESSED OR IMPLIED, AND ANY PROVISIONS CONTAINED IN THIS BULLETIN MAY BE MODIFIED OR REVISED WITHOUT NOTICE.