Address
Form of workSalary: $28.34 - $34.44 Hourly
Location : Modesto, CA
Job Type: Full Time
Job Number: 03867
Department: Multiple Departments
Opening Date: 03/14/2024
Closing Date: 3/28/2024 5:00 PM Pacific
Bargaining Unit: MCMA
THE POSITION
Upcoming Salary Increases and Incentives:
3% COLA effective 7/1/2024
3% COLA effective 7/1/2025
3% COLA effective 7/1/2026
2.5% Education Incentive - Bachelor's Degree
5% Education Incentive - Master's Degree
The Executive Assistant is responsible to perform a variety of highly responsible, complex, and confidential technical, administrative, and secretarial duties for assigned supervisor, manager, or department head.
**CURRENT VACANCIES IN COMMUNITY AND ECONOMIC DEVELOPMENT DEPARTMENT AND ENGINEERING DEPARTMENT.
APPLICATION PROCESS
Applicants will be assessed on the application submitted. Due to the volume of applications received, resumes will not be screened for the purpose of determining who is the most qualified to compete in the testing process. It is the applicant's responsibility to fill out the "Education" and "Work Experience" sections of the application with complete information and adequate detail. Do not substitute any part of the application with the words "SEE RESUME."The following information is provided for you to use as a reference and as a planning tool. Human Resources is unable to schedule make-up examinations. Applicants considered to be the most qualified will be invited to continue in the testing process. The Human Resources Department reserves the right to revise the testing process to best meet the needs of the City.
Tentative Schedule
Online TestGenius
March 29, 2024 - April 4, 2024
The City of Modesto is an equal opportunity employer. We are committed to fostering, cultivating and preserving a culture of diversity, equity and inclusion. A City application is required, including Supplemental Questionnaire.
ESSENTIAL AND MARGINAL FUNCTION STATEMENTS
Essential and other important responsibilities and duties may include, but are not limited to, the following:
Essential Functions:
All Assignments:
Perform a wide variety of highly responsible, complex, and confidential duties in support of the administration of a department or specific functional area.
Respond to calls and visitors with tact and diplomacy; respond to requests for sensitive information and assistance; resolve citizen concerns and complaints.
Serve as liaison for City officials and staff, officials and staff of outside agencies, and the public, to obtain and relay information and coordinate activities.
Represent the department at staff and administrative meetings, committees, and related meetings.
Interpret and apply City policies, procedures, and administrative directives, and communicate laws and regulations in response to inquiries or complaints; refer inquiries as appropriate.
Evaluate new and existing legal, administrative, and other requirements; draft policies and procedures to ensure compliance and overall effectiveness of staff operations.
Maintain awareness of current issues in assigned area of responsibility.
Research data and compile information to be used in special projects and comprehensive reports.
In the absence of the Department Director or Deputy City Manager, may sort and distribute time sensitive or confidential mail for follow-up as necessary; independently respond to letters, electronic communication, and general correspondence on behalf of the Department Director.
Coordinate and make travel arrangements for a Department Director, Deputy City Manager and key staff; maintain appointment schedules and calendars; organize and arrange meetings, conferences, and civic functions.
Prepare and assemble reports, manuals, newsletters, and other materials and distribute to staff.
Develop, maintain, and archive a variety of files and records related to a department; maintain manuals and update resource materials.
Evaluate, develop, implement, and maintain systems and procedures for the efficient operation of assigned area, including recommendations for procedural changes affecting staff.
Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for budget items; monitor and control expenditures.
Prepare, distribute, and post agendas and minutes for a variety of meetings, including boards, committees, commissions, and other civic organizations; provide additional administrative support as necessary which may include the transcription of recorded or written information.
Coordinate the processing of City Council and Council committee reports.
May plan, prioritize, assign, supervise, and review the work of support staff; participate in the recommendation of the appointment of personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement disciplinary procedures.
Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service.
Observe and maintain a safe working environment in compliance with established safety programs and procedures.
When assigned to City Manager's Office:
May provide additional staff support to the City Manager, Executive Assistant to City Manager, Mayor, and City Council members.
Prepare, organize, print, and distribute agendas for City Council committee meetings in accordance with Brown Act requirements, including posting agendas and minutes to the City website.
Manage and oversee the application process for City Council appointments to Citizen Advisory groups; screen and organize applications; schedule interviews; compose reports and resolutions; maintain master list of members and track term expiration dates.
Marginal Functions:
May be requested to transcribe recorded dictation.
Perform related duties as assigned.
MINIMUM QUALIFICATIONS
Knowledge of:
Business English, letter writing formats, and technical report preparation.
Principles of organization and public administration.
Principles and practices of supervision, training, and performance evaluation.
Principles and procedures of fiscal and statistical recordkeeping.
Budget preparation and administration.
Pertinent federal, state, and local laws, codes, rules, and regulations.
Functions and organization of municipal government.
Complex filing systems management and document administration.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Ability to:
Perform responsible and difficult administrative and secretarial work involving the use of independent judgment and personal initiative.
Interpret, explain, and apply federal, state, local, and department policies, procedures, laws, rules, and regulations.
Explain operations and problem solve office issues for the public and with staff.
Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Analyze problems, identify alternative solutions, project consequences of proposed actions, and recommend changes in policies and procedures.
Compile and maintain complex and extensive records and prepare a variety of routine reports.
Maintain confidential data and information for executive staff.
Independently prepare a wide variety of correspondence, brochures, spreadsheets and other materials.
Work independently in the absence of supervision and exercise sound independent judgment within general policy guidelines.
Type, word process, and take and transcribe recorded dictation at a speed necessary for successful job performance.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Operate office equipment including computers and supporting word processing, spreadsheets, and database applications.
Experience and Training Guidelines:
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Three years of increasingly responsible administrative support experience.
Training:
Equivalent to an Associate's degree from an accredited college with major course work in business administration, accounting, finance, computer science, or a related field.
License or Certificate:
Possession of, or the ability to obtain, a valid California driver's license.
PHYSICAL AND MENTAL REQUIREMENTS
Mobility: frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting. Lifting: frequently up to 10 pounds; occasionally up to 25 pounds. Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision. Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching. Hearing/Talking: frequent hearing and talking, in person and on the phone. Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone. Environmental: frequent exposure to noise.
WORKING CONDITIONS
Work is performed in a typical temperature-controlled office environment subject to typical office noise and environment. Positions may require occasional overtime or weekend work and travel is rare.
Modesto Confidential and Management Association (MCMA)
Employee benefits are subject to change and are not guaranteed. For a detailed explanation of benefits currently in effect please see the Memoranda of Understanding.
PUBLIC EMPLOYEES' RETIREMENT SYSTEM: CalPERS enrollment in either the 2% @ 60 or the 2% @ 62 formula is dependent on eligibility, as per AB 340. Employee pays the full member contribution. Retirement benefit is based on the employees three year final compensation average. The City does not participate in Social Security except for the required 1.45% Medicare contribution by both the City and the employee (applies to employees hired after 4-1-86).
HOLIDAYS: 12 paid holidays per year plus 8 hours holiday credit.
MANAGEMENT LEAVE: 80 hours per year for positions exempt from overtime.
VACATION: Accrued at the rate of two weeks during the first year, increasing to five weeks during the 21st year of service.
SICK LEAVE: Accumulated at 8 hours per month, 96 hours per year. Employees may accumulate up to 2,200 hours.
MEDICAL INSURANCE: Health, dental and vision coverage is provided. The City's monthly contribution to health, dental and vision benefits is based on a three-tier system as follows:
$ 1,950.00 Employee + Family
$ 1,380.00 Employee + 1 Dependent
$ 690.00 Employee Only
$ 450.00 Opt Out
The employee pays the balance. An employee who opts out of health coverage receives the amount noted above minus dental and vision premium on their paycheck and treated as taxable income. Dental and vision coverage continuation is available upon retirement.
DEFERRED COMPENSATION: With a matching contribution by the employee, the City will contribute 1.5% of salary, increasing to 2.5% at 9+ years of service, to a voluntary 457 Plan.
RETIREE HEALTH SAVINGS ACCOUNT (RHS): On the first pay period following completion of two (2) full years of continuous City service, regular full-time employees shall receive a lump sum equal to 24 months of contributions deposited into an RHS account established in their name. After initial contribution, the City shall contribute a set amount bi-weekly which is $55 effective 1/1/2024.
LIFE INSURANCE: Coverage in the amount of $120,000 is provided by the City. Supplemental coverage is available at employee cost.
DISABILITY INSURANCE: Coverage is provided by the City, at City cost. This benefit pays 66 2/3% of the first $12,000 per month in salary.
EDUCATIONAL INCENTIVE: Master's Degree Pay in the amount of 5% of salary. Bachelor's Degree Pay in the amount of 2.5% of salary.
BILINGUAL INCENTIVE LEAVE:Employees who pass a review panel and are needed in this capacity by the department, will receive 3 hours of Bilingual Leave Time per pay period into their Compensatory Time Off (CTO) balance.
LONGEVITY PAY: 2.5% of salary at 10 years of service.
SECTION 125 PLAN: Providing for pre-tax deductions for employee-paid health premium and dependent care costs.
01
I understand that in order for my application to receive every consideration in the selection process, I must complete the following Supplemental Questions. I understand these responses must match the information I provide in the Work Experience and Education sections of my application. I certify that all information provided on this application and the Supplemental Questions is true to the best of my knowledge.
02
Describe your work experience supporting an executive. In your answer include; the name of the employer, your title, the title of the person you supported and the specific duties you performed. If none, indicate N/A.
03
Describe your work experience scheduling meetings, including contacting and confirming attendees and making room arrangements. In your answer include; the name of the employer, your title, type and size of meetings, number of attendees and the specific duties you performed. If none, indicate N/A.
04
Describe your work experience preparing and distributing agendas for Boards, Commissions, Committ...
Location : Modesto, CA
Job Type: Full Time
Job Number: 03867
Department: Multiple Departments
Opening Date: 03/14/2024
Closing Date: 3/28/2024 5:00 PM Pacific
Bargaining Unit: MCMA
THE POSITION
Upcoming Salary Increases and Incentives:
3% COLA effective 7/1/2024
3% COLA effective 7/1/2025
3% COLA effective 7/1/2026
2.5% Education Incentive - Bachelor's Degree
5% Education Incentive - Master's Degree
The Executive Assistant is responsible to perform a variety of highly responsible, complex, and confidential technical, administrative, and secretarial duties for assigned supervisor, manager, or department head.
**CURRENT VACANCIES IN COMMUNITY AND ECONOMIC DEVELOPMENT DEPARTMENT AND ENGINEERING DEPARTMENT.
APPLICATION PROCESS
Applicants will be assessed on the application submitted. Due to the volume of applications received, resumes will not be screened for the purpose of determining who is the most qualified to compete in the testing process. It is the applicant's responsibility to fill out the "Education" and "Work Experience" sections of the application with complete information and adequate detail. Do not substitute any part of the application with the words "SEE RESUME."The following information is provided for you to use as a reference and as a planning tool. Human Resources is unable to schedule make-up examinations. Applicants considered to be the most qualified will be invited to continue in the testing process. The Human Resources Department reserves the right to revise the testing process to best meet the needs of the City.
Tentative Schedule
Online TestGenius
March 29, 2024 - April 4, 2024
The City of Modesto is an equal opportunity employer. We are committed to fostering, cultivating and preserving a culture of diversity, equity and inclusion. A City application is required, including Supplemental Questionnaire.
ESSENTIAL AND MARGINAL FUNCTION STATEMENTS
Essential and other important responsibilities and duties may include, but are not limited to, the following:
Essential Functions:
All Assignments:
Perform a wide variety of highly responsible, complex, and confidential duties in support of the administration of a department or specific functional area.
Respond to calls and visitors with tact and diplomacy; respond to requests for sensitive information and assistance; resolve citizen concerns and complaints.
Serve as liaison for City officials and staff, officials and staff of outside agencies, and the public, to obtain and relay information and coordinate activities.
Represent the department at staff and administrative meetings, committees, and related meetings.
Interpret and apply City policies, procedures, and administrative directives, and communicate laws and regulations in response to inquiries or complaints; refer inquiries as appropriate.
Evaluate new and existing legal, administrative, and other requirements; draft policies and procedures to ensure compliance and overall effectiveness of staff operations.
Maintain awareness of current issues in assigned area of responsibility.
Research data and compile information to be used in special projects and comprehensive reports.
In the absence of the Department Director or Deputy City Manager, may sort and distribute time sensitive or confidential mail for follow-up as necessary; independently respond to letters, electronic communication, and general correspondence on behalf of the Department Director.
Coordinate and make travel arrangements for a Department Director, Deputy City Manager and key staff; maintain appointment schedules and calendars; organize and arrange meetings, conferences, and civic functions.
Prepare and assemble reports, manuals, newsletters, and other materials and distribute to staff.
Develop, maintain, and archive a variety of files and records related to a department; maintain manuals and update resource materials.
Evaluate, develop, implement, and maintain systems and procedures for the efficient operation of assigned area, including recommendations for procedural changes affecting staff.
Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for budget items; monitor and control expenditures.
Prepare, distribute, and post agendas and minutes for a variety of meetings, including boards, committees, commissions, and other civic organizations; provide additional administrative support as necessary which may include the transcription of recorded or written information.
Coordinate the processing of City Council and Council committee reports.
May plan, prioritize, assign, supervise, and review the work of support staff; participate in the recommendation of the appointment of personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement disciplinary procedures.
Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service.
Observe and maintain a safe working environment in compliance with established safety programs and procedures.
When assigned to City Manager's Office:
May provide additional staff support to the City Manager, Executive Assistant to City Manager, Mayor, and City Council members.
Prepare, organize, print, and distribute agendas for City Council committee meetings in accordance with Brown Act requirements, including posting agendas and minutes to the City website.
Manage and oversee the application process for City Council appointments to Citizen Advisory groups; screen and organize applications; schedule interviews; compose reports and resolutions; maintain master list of members and track term expiration dates.
Marginal Functions:
May be requested to transcribe recorded dictation.
Perform related duties as assigned.
MINIMUM QUALIFICATIONS
Knowledge of:
Business English, letter writing formats, and technical report preparation.
Principles of organization and public administration.
Principles and practices of supervision, training, and performance evaluation.
Principles and procedures of fiscal and statistical recordkeeping.
Budget preparation and administration.
Pertinent federal, state, and local laws, codes, rules, and regulations.
Functions and organization of municipal government.
Complex filing systems management and document administration.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Ability to:
Perform responsible and difficult administrative and secretarial work involving the use of independent judgment and personal initiative.
Interpret, explain, and apply federal, state, local, and department policies, procedures, laws, rules, and regulations.
Explain operations and problem solve office issues for the public and with staff.
Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Analyze problems, identify alternative solutions, project consequences of proposed actions, and recommend changes in policies and procedures.
Compile and maintain complex and extensive records and prepare a variety of routine reports.
Maintain confidential data and information for executive staff.
Independently prepare a wide variety of correspondence, brochures, spreadsheets and other materials.
Work independently in the absence of supervision and exercise sound independent judgment within general policy guidelines.
Type, word process, and take and transcribe recorded dictation at a speed necessary for successful job performance.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Operate office equipment including computers and supporting word processing, spreadsheets, and database applications.
Experience and Training Guidelines:
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Three years of increasingly responsible administrative support experience.
Training:
Equivalent to an Associate's degree from an accredited college with major course work in business administration, accounting, finance, computer science, or a related field.
License or Certificate:
Possession of, or the ability to obtain, a valid California driver's license.
PHYSICAL AND MENTAL REQUIREMENTS
Mobility: frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting. Lifting: frequently up to 10 pounds; occasionally up to 25 pounds. Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision. Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching. Hearing/Talking: frequent hearing and talking, in person and on the phone. Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone. Environmental: frequent exposure to noise.
WORKING CONDITIONS
Work is performed in a typical temperature-controlled office environment subject to typical office noise and environment. Positions may require occasional overtime or weekend work and travel is rare.
Modesto Confidential and Management Association (MCMA)
Employee benefits are subject to change and are not guaranteed. For a detailed explanation of benefits currently in effect please see the Memoranda of Understanding.
PUBLIC EMPLOYEES' RETIREMENT SYSTEM: CalPERS enrollment in either the 2% @ 60 or the 2% @ 62 formula is dependent on eligibility, as per AB 340. Employee pays the full member contribution. Retirement benefit is based on the employees three year final compensation average. The City does not participate in Social Security except for the required 1.45% Medicare contribution by both the City and the employee (applies to employees hired after 4-1-86).
HOLIDAYS: 12 paid holidays per year plus 8 hours holiday credit.
MANAGEMENT LEAVE: 80 hours per year for positions exempt from overtime.
VACATION: Accrued at the rate of two weeks during the first year, increasing to five weeks during the 21st year of service.
SICK LEAVE: Accumulated at 8 hours per month, 96 hours per year. Employees may accumulate up to 2,200 hours.
MEDICAL INSURANCE: Health, dental and vision coverage is provided. The City's monthly contribution to health, dental and vision benefits is based on a three-tier system as follows:
$ 1,950.00 Employee + Family
$ 1,380.00 Employee + 1 Dependent
$ 690.00 Employee Only
$ 450.00 Opt Out
The employee pays the balance. An employee who opts out of health coverage receives the amount noted above minus dental and vision premium on their paycheck and treated as taxable income. Dental and vision coverage continuation is available upon retirement.
DEFERRED COMPENSATION: With a matching contribution by the employee, the City will contribute 1.5% of salary, increasing to 2.5% at 9+ years of service, to a voluntary 457 Plan.
RETIREE HEALTH SAVINGS ACCOUNT (RHS): On the first pay period following completion of two (2) full years of continuous City service, regular full-time employees shall receive a lump sum equal to 24 months of contributions deposited into an RHS account established in their name. After initial contribution, the City shall contribute a set amount bi-weekly which is $55 effective 1/1/2024.
LIFE INSURANCE: Coverage in the amount of $120,000 is provided by the City. Supplemental coverage is available at employee cost.
DISABILITY INSURANCE: Coverage is provided by the City, at City cost. This benefit pays 66 2/3% of the first $12,000 per month in salary.
EDUCATIONAL INCENTIVE: Master's Degree Pay in the amount of 5% of salary. Bachelor's Degree Pay in the amount of 2.5% of salary.
BILINGUAL INCENTIVE LEAVE:Employees who pass a review panel and are needed in this capacity by the department, will receive 3 hours of Bilingual Leave Time per pay period into their Compensatory Time Off (CTO) balance.
LONGEVITY PAY: 2.5% of salary at 10 years of service.
SECTION 125 PLAN: Providing for pre-tax deductions for employee-paid health premium and dependent care costs.
01
I understand that in order for my application to receive every consideration in the selection process, I must complete the following Supplemental Questions. I understand these responses must match the information I provide in the Work Experience and Education sections of my application. I certify that all information provided on this application and the Supplemental Questions is true to the best of my knowledge.
- Yes
02
Describe your work experience supporting an executive. In your answer include; the name of the employer, your title, the title of the person you supported and the specific duties you performed. If none, indicate N/A.
03
Describe your work experience scheduling meetings, including contacting and confirming attendees and making room arrangements. In your answer include; the name of the employer, your title, type and size of meetings, number of attendees and the specific duties you performed. If none, indicate N/A.
04
Describe your work experience preparing and distributing agendas for Boards, Commissions, Committ...
