Executive Assistant to the Town Manager

Executive Assistant To The Town Manager

The Executive Assistant to the Town Manager performs complex, confidential administrative, analytical, and project management work in support of the Town Manager, Town Council, and executive management team. The position manages the functions and details of the Town Manager's Office, relieving the Town Manager of administrative and clerical responsibilities, and serves as a resource and representative for the Town Manager. The position also provides direct support to the City Clerk function, including all Town public hearing agenda coordination, meeting records, legal noticing, and records management activities.

This is the most advanced position in the Town's administrative support series. The scope, confidentiality, and complexity of the work require proficient communication, organizational, and analytical skills, along with in-depth knowledge of the operations, policies, functions, and organizational relationships of the Town Manager's Office.

Supervision Received and Exercised:

Receives direction from the Town Manager. This position does not exercise supervision of others.

Essential Job Duties:

Essential duties may include, but are not limited to the following:

• Assist the Town Manager in managing day-to-day matters requiring the Manager's attention, permitting the Town Manager to concentrate on broad issues of public policy.
• Manage the operations of the Town Manager's Office, including calendar management, travel arrangements, meeting coordination, and the screening of visitors, telephone calls, and correspondence.
• Compose and prepare drafts of correspondence, confidential communications, staff reports, resolutions, ordinances, contracts, and administrative policies, independently or from brief notes.
• Provide administrative support to the Mayor and Town Council.
• Serve as facilitator between the Town Manager's Office and other departments, elected officials, outside agencies, and the public.
• Research, compile, and summarize informational and statistical materials from multiple sources; prepare reports for decision-making purposes.
• Receive and respond to resident inquiries and complaints; interpret and apply Town policies and procedures; refer or escalate matters as appropriate.
• Serve as the lead coordinator for Town Council and Mayoral proclamations, including drafting proclamations, coordinating with the Mayor on scheduling, and working directly with recipient organizations on presentation logistics.
• Support the City Clerk in organizing, coordinating, and hosting the annual Mayor's Installation and periodic subregional events, including the Contra Costa Mayors Conference, and the Tri-Valley Cities Council Meeting and Dinner.
• Serve as the primary back-up to the City Clerk.
• Support preparation of Town Council agendas, resolutions, and ordinances; coordinate collation and distribution of agenda packets.
• Attend Town Council meetings as one of two primary staff positions responsible for supporting the Town's hybrid meeting format; prepare official minutes and maintain the legislative history of Council actions.
• Prepare and post legal notices in compliance with the Brown Act and applicable state and federal law; file official Town documents electronically with the County Recorder.
• Coordinate responses to Public Records Act requests with the City Attorney's Office and City Clerk; support the Town's records management program, including retention, indexing, and archives.
• Support Town commission and committee recruitments, orientations, and meeting logistics; assist with appointment processes.
• Perform notarial services as a commissioned Notary Public.
• Perform other duties as assigned.

Qualifications:

Knowledge of:

• Organization, procedures, and operating details of the Town Manager's Office.
• Organization and function of Town government, including the role of the Town Council and appointed boards and commissions.
• The Brown Act, California Public Records Act, and other pertinent federal, state, and local laws applicable to Town Council proceedings and public records.
• Principles and practices of records management, including retention, indexing, storage, and disclosure requirements.
• Preparation of Town Council agendas, minutes, resolutions, and ordinances.
• Legal noticing requirements for public hearings and public meetings.
• English usage, spelling, grammar, and punctuation.
• Principles and methods of business letter and report writing.
• Modern office procedures, methods, and equipment.

Ability to:

• Work as a team player while carrying out job duties with limited supervision.
• Exhibit strong analytical skills and evaluate operations to recommend improvements to Town service delivery.
• Interpret and apply Town, state, and federal policies, and procedures.
• Compose correspondence, staff reports, minutes, resolutions, and other official documents independently or from brief notes.
• Establish and maintain effective working relationships with elected officials, management staff, community leaders, other agencies, and the public.
• Respond tactfully to inquiries from the public, press, and other agencies.
• Use spreadsheets, word processing, and specialized software for meeting agenda preparation, records management, and document imaging.
• Understand the organizational structure of the Town to appropriately handle community concerns.
• Communicate clearly and effectively in verbal and written form.
• Maintain confidentiality and utilize discretion.

Experience and Education:

Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:

A minimum of four (4) years of progressively responsible experience providing executive administrative support at a senior level, preferably within a local government agency. Experience supporting a legislative body, or in a City or Town Clerk's Office, is highly desirable.

Education:

Equivalent to completion of the twelfth grade supplemented by an Associate's Degree and/or advanced office management/clerical course work and computer technology classes. A Bachelor's degree is desirable.

Licenses and Certifications:

Possession of a valid California State Driver's License, or license in another state with the ability to obtain a California license within 30 days of hire. Current California Notary Public or ability to become one within six months of hire.

FLSA Disclaimer:

This classification has been designated as Non-Exempt under the Fair Labor Standards Act (FLSA). Employees in this classification are entitled to overtime compensation for hours worked in excess of (37.5) hours per week or in accordance with applicable state and local wage and hour laws.

At-Will Employment Disclaimer:

Employment with the Town of Danville is at-will and may be terminated at any time by the employee or the Town, with or without cause and with or without notice, subject to applicable provisions of the Town's personnel policies, and applicable law. This job description is not intended to be an employment agreement or contract.

Americans with Disabilities Act (ADA) Accommodation:

Qualified individuals with disabilities who need a reasonable accommodation during the application, testing, or selection process, or to perform the essential functions of the job, should contact the Town of Danville Human Resources Division. The Town is committed to providing reasonable accommodations in accordance with the Americans with Disabilities Act (ADA) and applicable state laws.