Executive Assistant

Job Summary

• Supplemental Questionnaire
• Multiple-choice test
• Written exercise
• Oral Interview

Major Duties

DEFINITION
To perform responsible, complex, and sensitive administrative and secretarial duties in support of a department head; to provide administrative support for assigned projects or programs for a department; to provide information and respond to questions from the public; and to provide administrative support to an assigned supervisor.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from an assigned department head.
Exercises direct supervision over assigned administrative support staff.
EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following:
Perform a wide variety of responsible, complex, and sensitive executive secretarial and administrative duties as required by daily operations for a department head and boards or commissions, as assigned.

• Plan, prioritize, assign, supervise and review the work of staff involved in administrative support work, as assigned.
• Represent a department of the City to the public, businesses and other agencies at the request of the department head; attend meetings as needed; greet and assist individuals and provide information; receive telephone calls including complaints, and provide assistance using judgment as to calls requiring priority attention.
• Prepare, process, organize and distribute a variety of documents, notices, agendas, minutes, memos, reports, subpoena requests and records; conduct research and collect information; conduct and implement assigned projects; review, edit, proofread, correct and/or summarize miscellaneous reports and documents; enter, log and track data, requests, and invoices; retrieve information; maintain hard copies and electronic files and recordkeeping systems as needed.
• Plan, schedule, coordinate, issue invitations and implement departmental special events, conferences, trainings, meetings and conference calls and other activities; make travel arrangements; provide follow up to assignments including status reports and updates, as needed.
• Coordinate and ensure smooth office operations; maintain schedules and calendars; prepare presentations; develop and recommend office procedures and systems; may assist with contracts and maintaining departmental web site and social media accounts as assigned.
• Participate in the development of a department budget; prepare and process invoices and purchase orders; order and purchase supplies and maintain and reconcile petty cash as assigned; compile or assist with budget requests and reports; monitor and make recommendations to control expenditures; process personnel forms, reports and requests, maintain time cards, payroll records and confidential departmental personnel files and other related records as assigned.
• Receive, review, distribute and evaluate incoming correspondence; identify items requiring priority attention; respond to letters, general correspondence and social media.
• Assist new or existing staff in learning departmental practices and protocols, office methods and procedures, and computer software and systems; provide support and backup functions as needed.
• Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.
• Foster an environment that embraces diversity, integrity, trust, and respect.
• Be an integral team player, which involves flexibility, cooperation, and communication.
• Perform related duties as assigned.

Minimum Qualifications

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

• Three years of responsible administrative support and secretarial experience similar to a Management Assistant with the City of Beverly Hills.

• Equivalent to the completion of the twelfth grade supplemented by college course work in office management, business or a related field.

Knowledge, Skills & Abilities

Knowledge of:

• Organization, procedures and operating details of a City department. Principles and practices of supervision, training and performance evaluations. Principles and practices of routine analytical research and recordkeeping.
• Principles and practices of inventory maintenance and contract and expense monitoring and processing procedures.
• Principles and practices of office management.
• Methods and procedures for English usage, spelling, grammar, and punctuation and business letter and report writing.
• Standard office practices, methods and procedures, use of computer equipment and relevant software.
• Excellent communication and customer service skills.
• Pertinent City functions, policies, rules and regulations related to assigned functions.

• Perform a wide variety of responsible, complex, and sensitive executive secretarial and administrative duties as required by daily operations of a City department and supervise assigned clerical staff.
• Intermittently, review and evaluate documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve issues for the public and with staff.
• Prioritize, organize, schedule and coordinate tasks and events and handle confidential information with discretion; manage multiple priorities.
• Research, prepare, process, distribute and maintain a variety of documents, reports, calendars, correspondence.
• Understand, organize, index, enter electronically and reference a wide variety of administrative information and records.
• Purchase supplies and monitor expenditures.
• Use sound judgment in recognizing scope of authority.
• Operate and use standard office equipment including computers and applicable software.
• Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities.
• Utilize appropriate safety procedures and practices for assigned duties.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Work with various cultural and ethnic groups in a tactful and effective manner. Communicate clearly and concisely, both orally and in writing.

Retirement
The City offers the CalPERS 2% at 62 formula for new CalPERS members.; OR 2.5% at 55 formula for existing "classic" CalPERS members with less than a six-month break in service from another CalPERS or CalPERS reciprocal agency. All employees of the Confidential Association will pay their CalPERS member contribution. Additional details on the City's retirement plan will be provided to candidates during the job offer process. For further information about CalPERS, please contact CalPERS directly.
Health Plan
The City currently offers cafeteria plan which includes medical, dental, and vision insurance coverage for employees and their dependents. In addition, the City provides life insurance and a disability plan for employees.
Leave Time
Vacation: 80 to 160 hours of annual vacation accrual depending on years of service.
Holiday: 10 paid holidays per year
Sick Leave: 96 hours per year
Personal Holiday: 18 hours per fiscal year
Paid Time Off: 27 hours per calendar year (prorated based on start date)
City employees currently work a 9/80 or 5/40 hour work week schedule.
Additional Benefits
Tuition Reimbursement up to $4,800 per fiscal year; Flexible Spending Account that allows pre-tax dollars to pay for eligible medical and dependent care expenses; and a City Wellness program that includes on-site fitness centers.
To review detailed information about our Confidential Association benefits, please review the Memo of Understanding (MOU) listed below:
http://www.beverlyhills.org/cbhfiles/storage/files/1971975492596006207/Confidential_2015-2019_MOU_CleanCopy_NoTrackedChanges_FinalProposed_Posted01.19.16.pdf