Executive Assistant

City of Alameda•Alameda, CA

About The Position

Under general supervision, the Executive Assistant provides responsible administrative assistance and support to the City Manager and City Council. The position is assigned to the City Manager’s Office and reports directly to the City Manager. It coordinates office activities and performs related work as required. The role involves executive and administrative support, office coordination, assigned projects, and duties requiring a broad understanding of City functions and significant independent discretion and judgment. The position performs complex, responsible, and confidential administrative and operational work. It coordinates office functions and workflow, serves as a resource for staff on departmental and City operations, prepares correspondence and reports, maintains records and website information, schedules meetings and events, and acts as a liaison with other departments and agencies. It may coordinate clerical work, provide lead direction and training, supervise assigned staff, and assist with payroll, fiscal transactions, and budget administration. Work takes place in an office or police/fire station environment, with frequent interaction with City departments and the public. The role requires use of computers and standard office equipment, frequent sitting, and occasional lifting or moving of materials up to 25 pounds. The typical qualifications are high school graduation supplemented by college-level coursework in business or public administration, and five years of responsible administrative support experience involving public contact and office administration. A California driver's license and satisfactory driving record are required only if operating a vehicle is necessary to perform the position’s essential functions.

Requirements

High school graduation supplemented by college-level coursework in areas such as business administration or public administration, or equivalent education and experience likely to provide the required knowledge and abilities.
Five years of responsible administrative support experience involving public contact and office administration.
Knowledge of modern office practices and procedures, basic accounting principles, office technology and software, filing and indexing methods, English usage, business writing, report preparation, and document formats and presentations.
Ability to perform complex administrative support work with speed and accuracy.
Ability to type 45 words per minute.
Ability to coordinate departmental office operations and perform regular job duties using a computer; proficiency with Microsoft Office and related software.
Ability to interpret and apply department and City policies, procedures, and codes; interpret and analyze information; prepare complex records and reports; perform arithmetic calculations; and administer departmental accounting functions.
Ability to work under pressure and frequent interruptions, use initiative and independent judgment, maintain accurate records, communicate effectively, and build effective working relationships with employees and the general public.
Ability to coordinate clerical work, determine work priorities and methods, provide lead direction and training to clerical staff, and supervise assigned staff.
A valid California driver's license and satisfactory driving record are required at appointment and throughout employment only if operating a vehicle is necessary to perform the essential functions of the position.

Responsibilities

Assist in administering the assigned department and coordinate office functions and workflow.
Perform detailed, complex, responsible, and confidential administrative and operational duties for the executive manager, department head, and principal staff.
Serve as a primary resource for staff on policy, procedural, informational, or technical inquiries requiring knowledge of departmental and City operations.
Perform data entry, document production, and data organization using computers and other office technology.
Prepare correspondence, reports, charts, spreadsheets, statistical data, and other written materials, including complex, technical, or confidential documents; maintain and update website information.
Establish and maintain complex and confidential files and recordkeeping systems; maintain manuals and resource materials; manage inventory and order supplies; copy, collate, distribute, and process mail.
Answer telephones, receive visitors, schedule appointments, maintain calendars, and arrange and coordinate meetings and events.
Provide information, route inquiries, resolve complaints, interpret and explain policies and procedures, and ensure appropriate distribution and release of confidential or sensitive information.
Act as a liaison with other departments and agencies; potentially serve on City-wide committees or groups and attend meetings on behalf of the department.
Compile, research, and analyze information and prepare reports and summaries.
Coordinate or process departmental payroll and fiscal transactions, and potentially assist with budget preparation and administration.
Coordinate clerical work activities, determine work priorities and methods, provide lead direction and training to clerical employees, and potentially supervise assigned staff.