Executive Assistant (CMO)

Job Description

THIS POSTING WILL BE OPEN UNTIL FILLED

Application cut-off dates are weekly, every Monday.

Under the general direction of the City Manager, this position serves in a critical role supporting the daily operations and overall effectiveness of the City Manager’s Office. Located at City Hall and reporting directly to the City Manager, the incumbent will provide daily executive support to the City Manager, Assistant City Managers, and professional staff. Responsibilities include anticipating needs, managing competing priorities, proactively resolving calendar conflicts, rescheduling meetings as needed, managing phone calls, forwarding voicemails to appropriate City staff, and providing professional customer service in response to constituent inquiries and concerns. By ensuring the efficient flow of information and day-to-day operations, this position enables the City Manager and executive leadership team to remain focused on advancing organizational priorities and meeting the needs of the City.

IDEAL CANDIDATE STATEMENT

The City Manager's Office is seeking a collaborative, detail oriented, and hardworking individual with strong communication skills. The ideal candidate will have strong written and oral communication skills, political acumen, the ability to multitask, stay organized, and prioritize tasks. They will be resourceful, possess a great attention to detail, thrive in a high-paced dynamic team environment, are very organized and have a strong desire to continue to learn and grow.

DEFINITION

Under general direction, an Executive Assistant performs a variety of confidential secretarial and administrative duties for the City Manager’s Office; maintains calendars and prepares for meetings; researches and refers problems and concerns; maintains records and compiles and analyzes data; receives and handles or refers calls and visitors, mail and correspondence.

DISTINGUISHING CHARACTERISTICS

This classification is populated with multiple incumbents who perform at the journey level and are responsible for providing administrative support to the City Manager, Assistant City Managers, and the Chief of Staff to the City Manager. The Executive Assistant is distinguished from Administrative Assistants and similar classifications within City departments by the political and confidential nature of the responsibilities. Incumbents are appointed by and serve at the pleasure of the City Manager.

SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by the City Manager or other higher-level personnel and work direction is provided by the City Manager. This classification has no responsibility for supervision of other personnel.

ESSENTIAL DUTIES AND RESPONSIBILITIES

TYPICAL DUTIES

• Maintains City Manager’s Office calendars; keeps personnel apprised of scheduled meetings and events; ensures that personnel have pertinent documents and information in preparation for meetings.

• Provides assistance to the City Manager and department personnel by researching and referring problems or concerns to appropriate City personnel for resolution; attends various committee meetings; makes necessary room arrangements; takes detailed notes; apprises the City Manager on the content of meetings; acts as liaison between the City Manager and various committees and organizations.
• Maintains complex and confidential record keeping systems; recommends organization or procedural changes affecting clerical activities.
• Researches, compiles, and analyzes data for special projects and various reports.
• Receives calls and visitors, and refers inquiries as appropriate; responds to complaints and requests for information regarding the intent of instructions, precedents, and regulations.
• Takes and transcribes dictation from rough draft or shorthand notes; composes routine correspondence not requiring the City Manager’s personal attention; receives, opens, reviews, and distributes incoming mail; receives and processes invoices and maintains accounts payable.
• Performs other or related duties as assigned.

QUALIFICATIONS

Knowledge of:

• English usage, spelling, grammar, and punctuation.
• Modern office methods, procedures, and equiptment.
• Computer and word processing, spreadsheet, and database software applications.

Skill in:

• Use of computers, computer applications, and software.

Ability to:

• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Communicate effectively, verbally and in writing.
• Work cooperatively with other departments and outside agencies.
• Interpret and apply City policies, laws, and rules.
• Type at a speed of 60 net words per minute (may be required).
• Take dictation at a speed of not less that 100 net words per minute (may be required).
• Work independently in the absence of supervision.
• Research and analyze issues and situations carefully and adopt effective courses of action.
• Compile and maintain complex and extensive records and prepare reports.
• Understand and carry out oral and written instructions.
• Maintain confidentiality of sensitive material.

EXPERIENCE AND EDUCATION

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

Three years of increasingly responsible clerical experience including one year of experience comparable to that of the journey level clerical class in the City of Sacramento or comparable related experience.

PROOF OF EDUCATION

Should education be used to qualify for this position, then proof of education such as, but not limited to, university/college transcripts and degrees should be submitted with your application and will be required at the time of appointment. Unofficial documents and/or copies are acceptable.

An applicant with a college degree obtained outside the United States must have education records evaluated by a credential's evaluation service. Evaluation of education records will be due at time of appointment.

THE SELECTION PROCEDURE

Please note, the City of Sacramento's preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders. All e-mail notifications can also be accessed through the governmentjobs.com applicant inbox.

1. Application: (Pass/Fail) - All applicants must complete and submit online a City of Sacramento employment application for further consideration by the next posted cut-off date;

• Employment applications must be submitted online; paper applications will not be accepted.
• Employment applications will be considered incomplete and will be disqualified:
  • If applicants do not list current and past job-related experience in the duties area of the "Work Experience" section. Note: Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours/week).
  • If "see resume" is noted in the "Work Experience" section; a resume will not substitute for the information required in the "Work Experience" section.
• Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position.
• Proof of education such as, but not limited to, university/college transcripts and degrees should be submitted online with your application. Proof of education will be required at time of appointment.

2. Supplemental Questionnaire: (Pass/Fail) - In addition to the City of Sacramento employment application, all applicants must complete and submit online responses to the supplemental questionnaire to the City of Sacramento Employment Office as part of the application process ;

• Responses to the supplemental questionnaire must be submitted online; paper questionnaire will not be accepted.
• Incomplete supplemental questionnaire will not pass the review process; omitted information cannot be considered or assumed.
• A resume will not substitute for the information required in the supplemental questionnaire.
• Possession of the minimum qualifications is not necessarily a guarantee for further advancement in the selection process.

3. Screening Committee: (Pass/Fail) - All applications received will be forwarded to the hiring department for review until the position is filled. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications, as stated on the job announcement, for applications selected by the hiring department.

4. Interview Process: Human Resources will forward applications to the hiring department. Those determined to be the most qualified candidates will be invited to participate in an interview process.

5. Conditional Hire: Upon receipt of a conditional offer, the selected candidate must complete and pass Live Scan/fingerprinting. If applicable, candidates may also need to pass a pre-employment medical exam, controlled substance and/or alcohol test, and possess any required licensure or certification prior to receiving a start date from the Department. Failure to meet these prerequisites will be grounds for withdrawal of your conditional offer of employment.

QUESTIONS:

For questions concerning this job announcement and the application process:

• Please visit https://www.governmentjobs.com/Home/ApplicationGuide for a comprehensive, step-by-step guide to the application process.
• For technical support between 6 AM - 5 PM PT, contact Live Application Support at 855-524-5627.
• Visit the City of Sacramento Human Resources Department website at https://www.cityofsacramento.gov/HR/employment;
• Send an email to [email protected] ; or
• Call the Human Resources Department at (916) 808-5726

Bilingual Pay

Did you know that the City offers bilingual pay? That's right, most labor agreements offer the option of providing employees with bilingual pay if the department deems it to be operationally necessary.

Pension Reform Act

The City of Sacramento is covered by the California Public Employees' Retirement System, and as such, must adhere to the California Public Employee's Pension Reform Act (PEPRA) of 2013. Please note that the provisions within this act may affect or impact an applicant's eligibility and/or selection for open vacancies at the City of Sacramento.

Equal Opportunity Employer

The City of Sacramento is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

Additional Information

Civil Service Rules: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/CivilServiceBoardRules62012.pdf

Union Contracts: https://www.cityofsacramento.gov/HR/labor-agreements.html

Salary Schedule: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/SalarySchedule.pdf

Closing Date/Time: Continuous