Executive Assistant (Confidential) - Human Resources Department

City of Stockton•Stockton, CA

6d•Onsite

About The Position

The City of Stockton Human Resources Department is seeking an Executive Assistant (Confidential) for its HR Administration Division. Under direction, this position provides complex and confidential administrative, analytical, statistical, and programmatic support to executive management and associated supervisory and professional staff. The role is a trusted partner to HR leadership and supports responsive service delivery for department employees and the community. It requires tact, discretion, initiative, independent judgment, strong organization, and the ability to manage competing priorities in a collaborative public-service environment. The position may provide supervisory direction to clerical support staff and performs related duties as assigned. The incumbent works a 9/80 schedule: Monday through Thursday, 7:30 a.m. to 5:30 p.m., and Fridays, 8:00 a.m. to 5:00 p.m., with an hour lunch each day and alternate Fridays off. Before appointment, candidates must successfully complete a background investigation, including fingerprinting. City employees are designated disaster service workers and may be required to report for or remain on duty during an emergency or disaster. Work is primarily performed in an office environment that is typically moderately quiet but may be loud at times and at some locations. The role involves prolonged sitting while operating a keyboard, frequent typing and other repetitive hand movements, regular visual and communication demands, and occasional walking, bending, stooping, kneeling, reaching, pushing, pulling, and lifting of 10 pounds or less. Occasional evening or weekend work may be required.

Requirements

High school diploma or GED.
Four years of secretarial or office administration experience.
Typing speed of 55 net words per minute from printed copy.
Knowledge of standard office administrative and secretarial practices, business correspondence, common office equipment, word-processing software, and personal computer systems.
Knowledge of public-agency organization and the roles of elected City Councils and appointed boards and commissions.
Knowledge of applicable laws, codes, regulations, policies, technical processes, and procedures related to the assigned department.
Knowledge of supervisory, training, and performance-management principles and practices.
Knowledge of business principles, project management, general mathematics, and budget preparation.
Knowledge of record keeping, report preparation, filing methods, records management, and customer-service principles.
Strong oral and written communication skills, including business English, spelling, grammar, and punctuation.
Ability to provide responsible and confidential administrative assistance to department heads and senior administrative staff, maintaining discretion with sensitive information.
Ability to interpret, apply, and explain applicable laws, rules, regulations, policies, timelines, and complex administrative procedures.
Ability to plan, direct, coordinate, and review staff work and train staff in work procedures.
Ability to use tact and discretion and maintain effective working relationships.
Ability to analyze and resolve administrative problems and situations.
Ability to research, compile, and summarize information and compose correspondence for department and city-wide initiatives.
Ability to organize work, set priorities, meet critical deadlines, follow up with minimal direction, and exercise initiative and independent judgment within applicable guidelines.
Ability to perform the stated physical and mental functions, with reasonable accommodation when possible.
Successful completion of a background investigation, including fingerprinting, before appointment.

Nice To Haves

Business or secretarial school training.
Experience dealing with governmental, community, and business representatives.

Responsibilities

Perform routine to complex administrative and project-coordination support.
Gather, organize, and evaluate data for issues, programs, and projects; coordinate with other departments on action items and cross-department initiatives.
Receive and screen visitors and telephone calls, provide information, and resolve complaints using judgment and interpretation of policies and procedures.
Research, compile, and summarize informational and statistical materials; ensure department invoices are paid and reconciled in a timely manner.
Plan, organize, coordinate, direct, and review office support staff work; instruct staff in procedures and assist with staff selection and evaluation.
Draft and process complex documents, including staff reports, agenda items, payment requests, proposals, bid packages, contracts, agreements, reimbursement requests, and organizational charts.
Use database and word-processing systems to enter or retrieve data and prepare reports for management or City Council.
Initiate correspondence independently for management or department-head signature.
Review materials for completeness, accuracy, formatting, policy compliance, punctuation, spelling, and grammar.
Design and maintain filing, indexing, tracking, and record-keeping systems; conduct research, prepare reports, respond to inquiries, and maintain administrative, confidential, reference, and follow-up files.
Coordinate meetings, receptions, community events, employee programs, and dignitary visits, including notices, arrangements, and materials.
Schedule appointments and meetings, maintain calendars, arrange travel, sort mail, and obtain supporting materials.
Organize work, set priorities, meet deadlines, and follow up on assignments with minimal direction.
Represent the City professionally and foster integrity, service, inclusion, collaboration, and positive working relationships with staff and the public.
Perform routine personnel, budget, and payroll duties and maintain accurate personnel, timecard, and payroll records.
Assist City leadership in responding professionally and promptly to City Council and public needs.