Executive Assistant

Nature of Position Benefits of Employment For a comprehensive listing of benefits, please Four day, 36 hour work week (typically Monday through Thursday with Fridays off) CalPERS Retirement: Classic Members: 2% at 55 formula, 8.
868% contribution; New Members 2% @ 62 formula, 8.
75% contribution.
Medical: The City contracts with CalPERS to provide comprehensive health coverage to employees.
Multiple HMO and PPO plans available, with a generous City contribution.
Kaiser plan is fully covered by the City.
Dental: Comprehensive dental coverage provided to employees and their eligible dependents at no cost.
Vacation: Starting with 75 hours annually and increasing with years of service.
Holidays: 11 City Holidays and 3.
5 Floating Holidays per year Sick Leave: 90 hours per year; unused sick leave is converted to service credit at retirement Under general supervision, the Executive Assistant provides responsible administrative and secretarial support to an executive manager or department head and principal staff; coordinates office activities and performs other related work as required.
This position is located in our Base Reuse & Economic Development Department, which is responsible for implementing the City’s goals and policies related to the reuse and redevelopment of the former Naval Air Station Alameda (referred to as Alameda Point) as the City’s newest mixed-use, transit-oriented neighborhood and to creating an economically diverse and financially sustainable community.
Distinguishing Features Positions in this class are characterized by administrative and secretarial, supervisory, and/or related responsible duties, which vary position to position and may include overall office coordination, assigned project responsibilities and/or the performance of highly technical assignments involving functions of the assigned department.
This class is distinguished from other office administrative classes in that the nature, scope, and diversity of responsibilities requires a broader understanding of City functions and the competence to perform duties that require the exercise of discretion and independence with respect to matters of significance.
Examples of Duties Participates and assists in the administration of the assigned department; coordinates overall office functions and work flow; performs administrative detail on behalf of the executive manager or department head and principal staff.
Serves as a primary resource for staff regarding policy, procedural, informational or technical inquiries requiring a thorough knowledge of departmental and City operations.
Performs a wide variety of complex, responsible, and confidential administrative and secretarial duties.
Performs difficult and responsible data entry, document production and data organization through the use of computers and other office equipment.
Prepares a variety of materials from written or oral instructions or recording equipment including correspondence, reports, charts, spreadsheets and statistical data that may be complex, technical and/or sensitive; composes correspondence and other documents.
Establishes and maintains complex and confidential files and recordkeeping systems; maintains inventories and orders supplies; maintains manuals and updates resource materials; copies, collates and distributes information; opens, sorts and distributes mail.
Answers telephones and receives visitors; schedules appointments, maintains calendars and arranges and coordinates meetings and events.
Provides information, routes inquiries, resolves complaints and interprets and explains policies and procedures, ensuring the appropriate distribution and release of confidential or sensitive information; acts as liaison with other departments and agencies; may serve as a member of City-wide committees or groups; may attend meetings on behalf of the department.
Compiles, researches and analyzes information and prepares various reports and summaries.
Performs arithmetic calculations; may prepare cost estimates; may coordinate or process departmental payroll and/or other fiscal transactions.
May assist in departmental budget preparation and budget administration.
Coordinates clerical work activities and determines work priorities and methods; provides lead direction and training for clerical employees; may supervise assigned staff.
Employment Standards Education/Experience Any combination equivalent to education and experience likely to provide the required knowledge and abilities.
A typical way to obtain the knowledge and abilities would be: Education Graduation from high school, supplemented by college level coursework in areas such as office management, business administration or public administration.
Experience Five years of responsible administrative support or secretarial experience, involving public contact, office administration, word processing, data entry and advanced level computerized document production and records retention work.
Knowledge Knowledge of modern office practices and procedures; basic accounting principles; modern office equipment including computers; filing, indexing and cross-referencing methods; correct English usage, spelling, grammar and punctuation; business letter writing and report preparation; various document formats and presentations.
Ability Ability to perform complex administrative support and secretarial work with speed and accuracy; coordinate departmental office operations; effectively operate a variety of modern office equipment including computers and related software; interpret and apply established department and City policies, procedures and codes; interpret and analyze information; prepare complex records and reports; perform arithmetic calculations; administer departmental accounting functions; work effectively under pressure and with frequent interruptions; use initiative and exercise independent judgment; establish and maintain accurate records; communicate effectively; establish and maintain effective working relationships with employees and the general public; coordinate clerical work activities and determine work priorities and methods; provide lead direction and training to clerical staff, and supervise assigned staff.
Other Requirements Selected positions require possession of a valid California Driver's License and satisfactory driving record as a condition of initial and continued employment.
SELECTION PROCESS: The examination process may include an application and supplemental questionnaire evaluation, a written exam, a performance exam, and/or an oral interview.
The examination process may test for, but is not limited to, the essential knowledge and abilities listed in the job specification and announcement and will be designed to provide a comprehensive review of each candidate's technical knowledge and overall suitability for the position.
Qualified applicants will be notified of the exact date, time, and location of examinations approximately two weeks in advance.
If applicants have not received written notice at least one week prior to the tentative test date listed in the flyer, they should contact the City of Alameda Human Resources Department at (510) 747-4900.
Candidates passing all components of the examination process will be placed on an Eligible List.
A list of names is certified to the department(s) having vacancies based on the type of examination conducted pursuant to the provision of the City's Civil Service Rules.
Final selection will be made from the Eligible List by the Department Head subject to approval by the City Manager.
The Department Head may utilize additional selection procedures to make a final hiring decision.
Placement on an Eligible List does not guarantee employment.
Prior to appointment, a thorough reference check will be conducted which may include a credit check and background.
The selection process may be evaluated and revised based on the number of qualified applicants.
Federal law requires that prior to employment, you must furnish proof of your identity and eligibility for employment in the United States, as required the U.
S.
Citizenship and Immigration Services.
E-VERIFY: The City of Alameda utilizes the Federal government’s E-Verify program and new employees must provide documentation to establish identity and work authorization, which includes showing a valid United States Social Security card at the time of hire (photocopies not accepted).
VETERAN'S PREFERENCE CREDIT: A job applicant qualifies as a veteran if honorably discharged from active military, reservist, or National Guard duty of at least 18 consecutive months within the past five (5) years of the date of application.
In case of discharge attributable to service-connected injuries or illnesses, the 18 months active duty requirement need not be fulfilled.
An applicant claiming veteran's preference credit must attach to their application, a legible copy of their DD-214 verifying the type of discharge and date(s) of active service.
NO OTHER DOCUMENTATION WILL BE ACCEPTED.
AN EQUAL OPPORTUNITY EMPLOYER: The City of Alameda encourages minorities, women and the disabled to apply.
It is the City's policy that all aspects of employment and promotion shall be without regard to sex, marital status or disability (except where dictated by requirements of the position), race, sexual orientation, political affiliation, religious creed, color, national origin or age.
Qualified disabled persons must be able to perform the essential functions of the position with or without reasonable accommodations.
No individual may pose a direct threat to the health or safety of himself/herself or other individuals in the workplace.
Barring undue hardship, reasonable accommodations can be made in the application and examination process for disabled individuals or for religious reasons.
Requests for reasonable accommodation should be made in advance to the Human Resources Department.
Hearing Impaired TDD (510) 522-7538.
The information contained herein is subject to change and does not constitute either an expressed or implied contract.
For Benefits information, please visit our website at www.
alamedaca.
gov.
A detailed summary for this position can be found under MCEA.