Executive Assistant to the General Manager

Salary : $69,848.28 - $84,901.08 Annually
Location : City of Azusa, CA
Job Type: Full-Time
Job Number: 24-02
Department: Utilities
Division: Consumer Services
Opening Date: 01/02/2024
Closing Date: 1/31/2024 5:30 PM Pacific
Max Number of Applicants: 250
Definition
Azusa Light & Water is seeking an
EXECUTIVE ASSISTANT TO THE GENERAL MANAGER
This is an unrepresented, confidential position reporting directly to the General Manager.
SALARY AND BENEFIT INFORMATION
$33.58 - $40.82 Hourly
$5,820.69 - $7,075.09 Monthly
$69,848.28 - $84,901.08 Annually
Benefits affiliated with ACEA and include: $1,500 - Monthly Flexible Benefit Plan Contribution for Medical Benefits, Bilingual Incentive Pay, City Paid Deferred Compensation, generous Tuition Reimbursement Program, & so much more!
DEADLINE TO APPLY:
Online applications will be accepted beginningTuesday, January 2, 2024 through Wednesday, January 31, 2023 OR until 250 applications are received, whichever comes first. Qualified and interested applicants are encouraged to apply immediately as this recruitment may close without notice on the day the department's needs have been met. The eligibility list established from this recruitment may be used to fill future vacancies as they occur.
DEFINITION
Under general supervision, performs and coordinates a variety of highly responsible, confidential, and complex clerical and administrative support functions in assistance to a Department Head; maintains and manages the Department Head's appointment schedules and calendars; discreetly handles and processes confidential forms and information; reviews data, documents, and reports; interprets and responds to questions regarding Department specific policies and procedures; assists the public by providing information; directs public requests to appropriate City administrators; sorts, logs, and maintains financial records and other documents including accounts payable; prepares Board and/or Commission agendas and runs reports for management and other departments as needed; leads and provides work direction to administrative support staff assigned to the Department; takes notes and meeting minutes; answers phone calls; represents the Department and/or the City in a variety of committees as assigned; performs other related duties as required.
Essential Functions
CLASS CHARACTERISTICS
The Executive Assistant is a single incumbent classification reporting directly to their assigned Department Head and characterized by varied confidential, clerical, and administrative support tasks normally performed with a relatively high level of judgment and independence. The incumbent regularly carries out the office support and administrative operations required by their Department Head, the Department, and/or various lay commissions or committees which assist the Department Head in formulating and implementing policies and programs. The Executive Assistant incumbent represents the Department on a number of committees. This class is differentiated from other Administrative Specialist series classes by more varied complex and advanced professional-level administrative support responsibilities, performance of sensitive and confidential duties, and involvement with City policy-making members and boards/commissions.
SUPERVISION EXERCISED
The incumbent receives general supervision from their assigned Department Head and may provide functional lead-level direction to subordinate administrative support employees.
ESSENTIAL FUNCTIONS

• Performs a wide variety of routine, confidential, and complex office, clerical, and administrative support tasks in support of the Department and other administrative staff; maintains calendars and schedules for appointments; schedules meeting and special event arrangements in accordance with established criteria; coordinates travel arrangements as directed.
• Demonstrates an understanding of applicable policies, procedures, and work methods associated with assigned duties; responds to questions and concerns from the General public; provides information as appropriate; receives visitors and telephone calls, directing them to the appropriate information source and authority; represents the City to all callers and visitors in a professional and customer friendly manner.
• Prepares correspondence from dictation, verbal instruction or hand-written copy, or initiates routine correspondence in accordance with established policy; composes, types, and distributes complex reports, documents, or other materials such as proclamations and legislative letters from the Department Head and the Department's assigned Board or Commission Members; facilitates transmission to other offices and agencies; serves as liaison with departments and requests action of department staff in the name of the Department Head.
• Assists the Department with a variety of administrative tasks using discretion and independent judgment in accordance with general direction; serves on a variety of committees on behalf of the Department; conducts research and provides recommendations regarding special project activity; may direct other staff in the course of performing assigned tasks.
• Maintains financial records, running reports for management and recording a wide range of financial transactions including accounts payable; assists in the preparation of the department budget by preparing budget documents, estimating cost increases, submitting budget data for review, and tracking expenditures; purchases goods and supplies; prepares and reviews purchase orders processed for payment through the City's finance system; processes payroll for various departments/divisions as required.
• Provides assistance to the Department Head and the Department's assigned Board or Commission Members for public appearances, including gathering information and resources for public presentations; assists with the preparations for the Department's assigned Board or Commission members and annual reorganizations; assists with the coordination of special events on behalf of the Department.
• Establishes and/or maintains filing and retrieval systems for inter-related files and records; utilizes computers to enter and prepare a variety of documents, including general correspondence, reports, memos, and fliers from rough drafts or verbal instructions; operates other standard and automated office equipment, including a variety of word processing and software applications.
• Establishes positive working relationships with representatives of community organizations, state/local agencies, City management and staff, and the public.
• Performs related duties as required.

Qualification Guidelines
QUALIFICATIONS
Education and/or Experience

• Education: Associate degree supplemented by specialized training in the clerical/secretarial occupational field.
• Experience: Five (5) years of responsible governmental administrative support experience. (Additional experience may be substituted for educational requirements on a year-for-year basis).

Licenses or Certification

• Possession of and ability to maintain a valid Class C California Driver's License and a satisfactory driving record.

Knowledge, Skills, and Abilities
Knowledge

• Administrative support and general office methods and techniques including filing, records processing, and maintenance procedures and systems;
• Preparation of complicated documents requiring specialized typing;
• Operation of a variety of office equipment, applications, and software systems.

Ability

• Communicate clearly and concisely, both orally and in writing;
  
• Maintain accurate records;
• Analyze situations carefully and adopt effective courses of action;
• Understand the operation of the Department and outside agencies;
• Compose correspondence with little direction and oversight;
• Represent the Department/Department Head in a variety of committees and events;
• Interpret and apply rules, regulations, legislation, and policies;
• Understand and follow verbal and written directions;
• Enter data accurately and at an acceptable rate of speed;
• Operate a computer and use a variety of computer software;
• Prioritize and follow up on work assignments;
• Meet critical deadlines;
• Work independently and as part of a team;
• Compile and maintain complex records and files;
• Edit documents for correct English grammar, punctuation, and spelling; conduct research;
• Maintain confidentiality of records and information; interpret, explain and apply applicable laws;
• Comply with established guidelines;
• Communicate effectively with a variety of personnel and establish and maintain effective working relationships.

Special Requirements/Physical, Mental, Environmental Conditions
MARGINAL FUNCTIONS
These are position functions which may be changed, deleted, or reassigned to accommodate an individual with a disability.
Environmental Conditions:

• Work is performed primarily in a standard office setting;
• Incumbents may be required to work extended hours including evenings and weekends from time-to-time.

Physical Conditions

• Prolonged sitting and regular standing, walking, reaching, twisting, turning, kneeling, bending squatting and stooping in the performance of daily activities.
• Grasping, repetitive hand movement and fine coordination in preparing reports using a computer keyboard.
• Near and far vision in reading written reports and work related documents.
• Acute hearing is required when providing phone and personal service.
• Lift, drag and push files, paper and documents weighing up to 20.

Some requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.
RECRUITMENT PROCESS:
You can apply for this position online clicking on the "Apply" link at the top of this page. If this is the first time you are applying using our online application system, you will need to create a Username and Password. (If you have previously applied for a position using the NEOGOV system and already have a Username and Password set up, you do not need to do this again to apply just login and start building your application). Once you have established your account and log in to the system, you can begin building your application by clicking on the "Build Job Application" link. Your application can be saved and used to apply for additional or future job openings with the City of Azusa.
Applications must be accompanied by a resume describing experience, education, and training in relation to the requirements of the position, however, resumes will not be accepted in lieu of a City employment application. Applications that are submitted without a resume, or have unanswered supplemental questions, may be deemed incomplete. Your application must include at least ten years of employment history (assuming you have been employed for ten years). List most recent experience first. Carefully account for all employment, paid or unpaid. Provide each change of title or promotion separately. You must also include your reason for leaving each job. A minimum of three professional references must be included in your application (include people who would have knowledge of your professional qualifications). DO NOT list relatives.
Applications will be reviewed and those candidates whose applications indicate that they are most qualified will be invited to continue on in the process. The selection process may consist of: Application Evaluation (Qualifying), Written Exam, and/or Panel Oral Interview.
The City of Azusa is an equal opportunity employer that is committed to inclusion and diversity. The City does not discriminate on the basis of race, color, gender, age, ancestry, national origin, political or religious affiliation, sexual orientation, marital status, other non-job related physical or mental disability, medical condition, or other functional limitation in employment or the provision of service. The City is dedicated to making its programs, services and activities accessible to individuals with qualified disabilities. If you require reasonable accommodations to complete the employment application and/or participate in the testing process, please contact the Human Resources at (626) 812-5183 prior to the filing deadline. We will attempt to reasonably accommodate applicants with disabilities upon request.
THANK YOU FOR TAKING THE TIME TO APPLY FOR A CAREER OPPORTUNITY WITH THE CITY OF AZUSA!
The City of Azusa offers a wide-variety of Benefits, including:

• 4/10 work schedule
• Annual Cost of Living increases thru June 30, 2024
• CalPERS Retirement
• City-Paid Deferred Compensation
• Health Reimbursement Account contribution
• Education Incentive
• Bi-lingual Pay
• Longevity Premium
• $1,500 monthly Flexible Benefit/Medical Contribution (with cash-in-lieu for opt-out option)
  • A variety of options for Medical, Dental, and Vision insurance along with supplemental insurance, such as Flexible Spending/Dependent Care Accounts, Critical Illness, Accident Only, and many more.
• Life Insurance
• Short-Term and Long-Term Disability Insurance
• Tuition Reimbursement at 100% of Cal State rate
• 10 City-paid Holidays and generous Sick, Vacation, Flexible Holiday, Administrative, and Bereavement Leaves

For details on the Azusa City Employees Association (ACEA) benefits, please visit
MOU Term: July 1, 2020 through June 30, 2024
01
Do you have a current and valid California driver's license?

• Yes
• No

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Please select the highest level of education you have:

• Mas...