Executive Assistant

This recruitment is authorized as Promotional and Open Competitive, with the promotional eligibility list taking precedence.
The City of Pasadena is seeking two Executive Assistants to provide a variety of high-level office and administrative support in day-to-day administrative tasks, schedule management, and preparing board and/or committee meeting minutes and agendas.
Rent Stabilization Department
This vacancy will support the Director of the newly established Rent Stabilization Department and to the Pasadena Rental Housing Board.
City Manager's Office - Economic Development Department
This vacancy will directly support the Economic Development Director in addition to other administrative functions in the department.
Parks, Recreation and Community Services Department
This vacancy will directly support the Parks, Recreation and Community Services Department Director in addition to other administrative functions in the department.
IDEAL CANDIDATE
The ideal candidate will be a technical expert in their field, preferably in the public sector. This person will have excellent verbal and written communication skills, a team player, detailed- oriented, possess strong problem-solving skills, a critical thinker, takes initiative, ability to multi-task, and a strong work ethic. Recent experience supporting an executive level professional, including experience supporting a board or commission is desirable.

Essential Functions

The major responsibilities of this position are listed below. For more detailed information, please review the job description.
Rent Stabilization Department

• Provides a variety of complex secretarial and administrative support to the Director of the Rent Stabilization Department and Pasadena Rental Housing Board performing duties such as: composing memoranda, correspondence, agreements, contracts, presentations, spreadsheets, forms, and other documents.
• Attends and serves as recording secretary for Pasadena Rental Housing Board; prepares, distributes, and posts agenda items; takes and transcribes meeting minutes.
• Makes appointments and maintains a calendar; schedules and arranges for meetings and makes travel arrangements.
• Prepares, processes, and tracks requisitions, purchase orders, travel requests, and check requests.
• Verifies the accuracy of expense reports, purchase card activity, receipts, and invoices; ensures invoices are compliant with contracts and validates information with vendors.
• Creates and maintains specialized custom forms, databases, files, records and reports to support the department.
• Monitors Public Records Act requests for the department to ensure requests are responded to appropriately and on time.
• Acts as liaison in coordinating matters between the department director and the City Manager's office, other division heads, managers, staff and representatives of outside agencies.

• Provides a variety of complex secretarial and administrative support to the Economic Development Director performing duties such as: composing memoranda, correspondence, agreements, contracts presentations, spreadsheets, forms, and other documents.
• Prepares, processes, and tracks requisitions, purchase orders, travel requests, and check requests.
• Verifies the accuracy of expense reports, purchase card activity, receipts, and invoices; ensures invoices are compliant with contracts and validates information with vendors.
• Acts as liaison in coordinating matters between the Economic Development Director and other department directors, division heads, managers, staff and representatives of outside agencies.
• Responds to requests for information and direction on behalf of the Economic Development Director; follows up on various assignments at the direction of the Director to ensure that needed action is taken; performs routine to difficult public relations duties over the phone and in person.
• Manages the Director's calendar; setups up internal and external meetings; composes/proofreads memoranda, correspondences, staff reports, agenda reports, agreements, and contracts often of a highly sensitive and confidential nature.
• Provides support to the Economic Development & Technology Committee (EdTech), a subcommittee of the City Council; makes all meeting arrangements, including preparation and posting of agendas and notices; prepares and distributes agendas and supporting documents to appropriate parties.
• Performs a variety of office management duties including interacting with building maintenance and maintaining inventory of office supplies; sources and orders supplies from vendors as needed.
• Provides backup to the Management Analyst II in preparing and processing requisitions, purchase orders, and contracts.

Qualification Guidelines

COMPETENCIES
The following list represents the core competencies needed for success in this position.

• 
  Attention to Detail- Focusing on the details of work content, work steps, and final work products.
• Oral Communication- Engaging effectively in dialogue.
• Customer Focus – Attending to the needs and expectation of customers.
• Professional Impact- Presenting self as a positive representative of the organization.
• Teamwork– Collaborating with others to achieve shared goals.
• Critical Thinking – Analytically and logically evaluating information, propositions, and claims.
• Writing - Communicating effectively in writing.

• Graduation from high school or G.E.D. equivalent and college course work in office administration or bookkeeping, AND
• Five (5) years of progressively responsible office administrative or secretarial experience; or an equivalent combination of training and experience.

• Experience in a public agency
• Associate's degree or higher is desirable

Special Requirements

Must possess a valid California Class C driver's license and comply with the City's Motor Vehicle Safety Policy during the course of employment.
Must type 55 net words per minute with 95% accuracy,