Senior Executive Assistant

Senior Executive Assistant

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

Under direction, provides executive and confidential support to the City Manager, including handling confidential materials and complex citizen and employee relations; conducts special projects; acts as the first point of contact for the City Manager and the public to resolve issues and concerns; provides information to the public and staff requiring considerable knowledge of City and department services, policies, and procedures; manages the office administrative functions of the City Manager's Office; performs technical support work related to the responsibilities of the City Manager; and performs related work as required.

Management reserves the right to add, modify, or remove job duties as necessary and will make reasonable accommodations 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.

• Provides administrative support to the City Manager, Assistant City Manager, and City Council by assisting with duties of an advanced, complex, sensitive, and confidential nature
• Screens and directs incoming mail and email communications between the City Manager, Assistant City Manager, and City Council; determines priority level and routes incoming correspondence, reports, and requests; acts as the liaison between the City Manager's Office, Department Heads, managers, staff, and the public, coordinating resolutions and following up with staff when appropriate
• Coordinates and maintains multiple calendars and arranges meetings, travel and conferences for the City Manager, Assistant City Manager, and City Council; coordinates expense reimbursements
• 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 resolution; conducts follow-up to ensure issue has been appropriately handled
• 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 City Manager 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
• Prepares and monitors agreements/contracts initiated through the City Manager's office; creates purchase orders and prepares warrants and payment logs needed for vendors
• Schedules and maintains City Hall and Council Chamber conference room calendars; arrangements for City Council meetings; stocks supplies
• Coordinates and participates in the preparation of the department's budget; reviews and ensures accuracy of budget documents; processes payment authorizations for City Manager and City Council invoices; tracks, enters, and maintains purchase orders in financial database system
• Designs and implements file, index, tracking, and record-keeping systems; research records within areas of assigned responsibility to prepare reports and provide follow-up information to customer and staff inquiries; organizes and maintains various administrative, confidential, and files and records for the City Council and City Manager's Office
• Provides a variety of support to City committees; may prepare and distribute agenda packets, attend meetings, and prepare minutes, and follow up on decisions as required
• Provide technical and functional direction to and train assigned subordinates to ensure office workflow is maintained, and office goals are metassigns work according to changes in workload priorities; evaluates office and administrative functions to recommend changes in office procedures
• Observes and complies with all City and mandated safety rules, regulations, and protocols
• Completes and performs other duties and special projects as assigned

Minimum Qualifications

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 secretarial courses and;
• Five (5) years of responsible administrative office support experience assisting executive management or a high-level official, including office management

LICENSES AND CERTIFICATIONS 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.

SPECIAL REQUIREMENTS Must successfully complete a comprehensive background investigation, which includes a state and federal fingerprint-based background check (Live Scan), and a non-safety pre-employment physical.

Knowledge, Skills and Abilities / Physical Demands and Environmental Conditions

KNOWLEDGE OF

• Practices and methods of office management and administration, including the use of standard office equipment
• Organization and function of public agencies, including the role of an elected City Council Member appointed to boards, commissions, and committees
• Applicable Federal, State, and local laws, rules, regulations, ordinances, and organizational policies and procedures relevant to the 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
• Effectively provide staff leadership and work direction
• 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 deadlines, and follow-up on assignments
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work

PHYSICAL DEMANDS Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; operate a motor vehicle to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop,