Executive Administrative Assistant

PRIMARY FUNCTIONS

This is a professional, skilled administrative/secretarial position. Work may involve a wide variety of administrative tasks performed with minimal supervision. Individual in this class is assigned to a position as administrative assistant and confidential personal secretary to the department head or administrative official. Position entails administrative tasks, as well as secretarial tasks requiring independent action and judgment. Work requires a knowledge of departmental practices and procedures, and those of related departments and agencies. Individual may be required to develop and refine work routines, and to carry assignments through to completion. Work is reviewed through conferences and observation of results.

TYPICAL DUTIES AND RESPONSIBILITIES

Supervises and assigns work of other clerical staff members, and studies methods of office procedures for improvement of workflow. Takes responsibility for all records and documents issued or received by the department. Codes, indexes, files and supervises the filing of all materials in a possibly complex filing system. Researches and assembles papers or briefs, records all other pertinent documents for hearings and meetings. Prepares reports and letters regarding personnel matters for appropriate boards and agencies. Screens telephone calls for department head; interviews and screens callers; receives complex calls that cannot be handled by other employees; receives and responds to requests for information and/or routes them for necessary action to the proper division or individual within the department; arranges and cancels appointments; prepares material pertinent to appointments. Takes and transcribes dictation, which will include use of dictation equipment. Performs related work as required.

EDUCATION, QUALIFICATIONS & EXPERIENCE

Graduation from a recognized four-year college or university with major course work in business or public administration and 5 to 7 years experience in office management, including 1 to 3 years supervisory responsibilities; or any equivalent combination of training and experience which provides the following knowledge, abilities and skills:

KNOWLEDGE, EXPERIENCE, SKILLS & ABILITIES

Considerable knowledge of administrative practices, filing systems, recording and cross-indexing systems of records and grant files. Ability to become familiar with state statues, and provisions of the City Charter and ordinances relating to the powers and duties of the office of the department head and other related offices. Considerable knowledge of office practices and methods and the ability to apply these to work problems. Considerable knowledge in the use of computers and software such as Microsoft Word, Microsoft Excel, and Microsoft Access. Ability to develop a knowledge of departmental rules, regulations, procedures and functions. Ability to exercise good judgment, courtesy and tact in receiving official telephone calls and personal calls and in making proper disposition of their requests. Ability to research or prepare material independently and translate it clearly and concisely. Ability to work independently on difficult or complex administration and secretarial tasks assigned with minimal preliminary instruction. Ability to plan and coordinate assignments, and to supervise clerical and other subordinate personnel. Ability to maintain records and to prepare accurate reports. Ability to establish and maintain effective working relationships with other divisions of municipal governmental and the general public. Considerable skill and accuracy in transcription. Considerable skill and accuracy in typing.

SALARY, BARGAINING UNIT & TERMS OF EMPLOYMENT

This is a 'General Fund,' tested position. Job description is currently pending Civil Service Board approval. This position is included in a collective bargaining agreement with Local 3144, American Federation of State, County and Municipal Employees. Bargaining agreements available to review HERE. General Funded hires into this class shall not be covered by Social Security but rather the City pension, contributing 10% of salary. The City of New Haven does not sponsor employment visas. All applicants must have current authorization to work in the U.S. without employer-sponsored visa support. Employment is contingent upon the successful completion of: (1) a pre-employment background check, (2) a pre-employment physical examination, including pre-employment drug screening in accordance with the City's Drug Free Workplace Policy*, and (3) a 90-day probationary period. Instructions and information on this pre-employment process are included in Conditional Offer of Employment. Pursuant to the Federal Drug Free Workplace Act of 1988, The City of New Haven has a adopted a Drug Free Workplace Policy. The City of New Haven requires a pre-employment drug test, which includes screening for marijuana.

Selection Plan

Applications will be reviewed by the Department of Human Resources. Applicants must demonstrate within their submission that they meet the minimum requirements as listed within the job description; failure to do so may result in disqualification. Applicants meeting minimum requirements may be invited to participate in a Civil Service exam process at a later date. It is critical that you complete the application thoroughly, as the information you provide will be used to ascertain if you are eligible to move forward in the selection process. Your application and resume should indicate that you meet the minimum requirements as listed. This information may be used to determine the eligibility list. As such, this job announcement should be considered the exam announcement, and submissions may be evaluated prior to the posted closing date. Information regarding the employment and selection process can be found HERE. Please note that the only method of communication with applicants for this position will be by email. You must provide a valid, working email address and you will need to monitor your email, including spam/junk folders, for correspondence from the New Haven Human Resources Department. We reserve the right to extend an application deadline or close a job posting early to ensure we can attract and identify the best candidate(s) for a position.

Conclusion

To apply for this opportunity: Complete your User Registration. You are encouraged to save your Applicant Profile for future use. You MUST click on the job posting you are interested in, and click Apply or Apply Online from within that posting. MAKE SURE the job you are applying for is named at the top of the page as you review your application! Review or modify your application for that position Click 'Ready to Send App' or the 'Send' tab; read page and click the attestation Click 'Send to City of New Haven' You will be redirected to 'CONFIRMATION OF EMPLOYMENT APPLICATION SUBMISSION' You will also receive an email and text, if a number was provided, confirming your submission If you do not receive this confirmation in the next 24 hours, your application has not been submitted - please contact us at View email address on click.appcast.io Please Note, your Profile is NOT an application for an open position. After you create your Applicant Profile, you must still click on a Job Title and complete the application as instructed for each position.