EXECUTIVE ASSISTANT (CONFIDENTIAL) - HUMAN RESOURCES DEPARTMENT

Executive Assistant (Confidential)

City of Stockton Human Resources Department (HR) is seeking to fill an Executive Assistant (Confidential) position in the HR Administration Division. The Executive Assistant is a trusted partner and key contributor to the success of the Human Resources Department, helping ensure the smooth, responsive, and effective delivery of services that support both employees and the community. This role provides high-level executive and administrative support to the HR leadership team while serving as a dependable resource to department staff across a wide range of initiatives and projects. We are seeking a highly skilled, service-oriented professional who is proactive, organized, and thrives in a collaborative and fast-paced public service environment. The ideal candidate is someone who anticipates needs, communicates with professionalism and diplomacy, and takes pride in creating efficient, well-organized operations that allow leadership and staff to do their best work. The successful candidate will demonstrate a strong commitment to the vision and values of the Human Resources Department and the City. They will bring exceptional judgment, discretion, and problem-solving abilities, along with strong technical skills and the ability to manage multiple priorities with confidence and accuracy. This position is ideal for someone who is adaptable, detail-oriented, and motivated by meaningful work that positively impacts employees and the community we serve. This is more than an administrative role, it is an opportunity to serve as a valued strategic partner within a dedicated public service team committed to excellence, innovation, and community impact.

Incumbents work a 9/80 work schedule Monday through Thursday 7:30 am 5:30 pm with an hour lunch; Fridays 8:00 am to 5:00 pm with an hour lunch and alternate Fridays off. Prior to appointment, eligible candidates will be required to submit to and successfully pass a background investigation, which will include fingerprinting.

Principal Duties (Illustrative Only)

Duties may include but are not limited to the following:

• Performs the full range of routine to complex administrative and project coordination support as assigned.
• Gathers, organizes, and evaluates data related to specific issues, programs or projects; liaises with other departments regarding required action items such as proposal preparation, implementation plans, and other cross-department initiatives.
• Understands the organizational structure of the City and areas of responsibility to effectively assist the City Manager and the City's senior leadership team to respond to the needs of the City Council and the public in a professional and timely manner.
• Receives and screens visitors and telephone calls, providing information and resolving complaints which may require the use of judgment and interpretation of policies and procedures.
• Researches, compiles, and summarizes a variety of informational or statistical materials; ensures all department invoices are paid and reconciled in a timely manner.
• Plans, organizes, coordinates, directs and reviews the work of an associated office support staff; instructs staff in work procedures; assists in selecting and evaluating the work of assigned staff.
• Develops and prepares drafts and processes a wide variety of complex finished documents including staff reports, agenda items, requests for payments, requests for proposals, bid packages, contracts and agreements, reimbursement requests, and organizational charts; may use a variety of computer database systems and word processing software programs to input or retrieve data and prepare reports for submittal to the City Manager or City Council.
• Initiates specified correspondence independently for signature by appropriate management staff of the department head.
• Reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate punctuation, spelling, and grammar.
• Designs and implements file, index, tracking, and record-keeping systems; performs research to prepare reports and provide follow-up information to customer and staff inquiries; organizes and maintains various administrative, confidential, reference, and follow-up files and records for the assigned department.
• Coordinates logistics for and manages facilitation of meetings, receptions, assigned community events, employee related programs, and dignitary visits by preparing notices, making arrangements, and preparing required materials.
• Makes appointments and maintains a calendar, schedules and arranges for meetings and travel arrangements; sorts mail and obtains related backup materials.
• Organizes own work, sets priorities, and meets critical deadlines.
• Represents the City with dignity, integrity, and the spirit of cooperation in all relations with staff and the public.
• Fosters an environment that embraces integrity, service, inclusion, and collaboration.
• Builds and maintains positive working relationships with co-workers, other City employees and the public using principles of good customer service.
• Performs related duties as assigned.