Executive Assistant II

City of Calabasas•Calabasas, CA

11d•Onsite

About The Position

Under general supervision, performs a wide variety of complex secretarial support duties for a department head. The following tasks are essential for this position. Incumbents in this classification may not perform all of these tasks, or may perform similar related tasks not listed here. Prepares a variety of moderately complex letters and reports. Participates in the development and maintenance of moderately complex spreadsheet programs. Performs keyboarding, data entry, and filing. Assists with verifying payments, responding to moderately complex inquiries, providing routing or procedural information, fielding calls and directing work orders. Coordinates the agenda packet, reports, and minutes preparation for several Commissions and/or Boards. Maintains appointment schedules, arranges meetings and conferences, coordinates travel arrangements. Oversees library space meeting calendars. Prepares a variety of moderately complex documents in draft and final form using a personal computer and word processing software. Manage the relevant interdepartmental administrative workload, by functioning as the lead executive assistant. Operates a variety of office equipment. Assists in moderately complex research data collection and report preparation. Monitors contract issues, including the tracking of contract expiration dates and renewals and the drafting of contract modification language. Screens calls and provides a variety of assistance to the public and other agencies. Performs some moderately complex account clerk work such as maintaining accounts and assisting with budgets. Attends periodic evening meetings and weekend events. Performs other related duties as required.

Requirements

Graduation from high school or equivalent.
Four years clerical experience, with at least one of those years providing administrative support to a department head or director.
Knowledge of personal computers and related software, including digital calendars.
Knowledge of office methods and procedures.
Knowledge of English usage, spelling, grammar, and punctuation.
Knowledge of record keeping principles and procedures.
Ability to operate a variety of office equipment including personal computer and related software.
Ability to understand and follow verbal and written direction.
Ability to deal with the public in person or on the telephone.
Ability to establish and maintain cooperative working relationships.
Ability to code, post, and monitor accounts payable.
Ability to maintain records.
Possession of a valid California driver's license.

Nice To Haves

Municipal and library operations experience preferred.

Responsibilities

Prepares a variety of moderately complex letters and reports.
Participates in the development and maintenance of moderately complex spreadsheet programs.
Performs keyboarding, data entry, and filing.
Assists with verifying payments, responding to moderately complex inquiries, providing routing or procedural information, fielding calls and directing work orders.
Coordinates the agenda packet, reports, and minutes preparation for several Commissions and/or Boards.
Maintains appointment schedules, arranges meetings and conferences, coordinates travel arrangements.
Oversees library space meeting calendars.
Prepares a variety of moderately complex documents in draft and final form using a personal computer and word processing software.
Manage the relevant interdepartmental administrative workload, by functioning as the lead executive assistant.
Operates a variety of office equipment.
Assists in moderately complex research data collection and report preparation.
Monitors contract issues, including the tracking of contract expiration dates and renewals and the drafting of contract modification language.
Screens calls and provides a variety of assistance to the public and other agencies.
Performs some moderately complex account clerk work such as maintaining accounts and assisting with budgets.
Attends periodic evening meetings and weekend events.