Executive Assistant

City of Watsonville•Watsonville, CA

11d•Onsite

About The Position

The Parks and Community Services Department is seeking a self-starting, creative, forward-thinking, team-oriented individual to serve as Executive Assistant. We are looking for an individual who thrives in a dynamic, fast-paced environment and is committed to providing exceptional customer service and organizational support. This position will be responsible for several critical business functions, including supervising the Customer Service Center and team; coordinating Commission meetings, including agenda preparation and minute-taking; performing a variety of financial and payroll-related functions; and assisting with departmental HR functions and administrative operations. This is an exciting opportunity to play a vital role in a Department dedicated to enhancing the quality of life for our community. Bilingual skills in English and Spanish are highly desirable.

Requirements

Six years of increasingly responsible office administrative and secretarial work experience
Four years as an Administrative Assistant II with the City of Watsonville
Knowledge of office procedures, including preparing correspondence and reports and recordkeeping systems
Knowledge of business English, vocabulary, spelling, grammar and punctuation formats for business correspondence and reports
Knowledge of overall structure and function of City governmental operations, policies, rules, regulations, and procedures
Knowledge of administrative process unique to the City department assigned
Knowledge of principles of administration and management procedures used in budget preparation and control
Knowledge of principles, practices, and techniques of supervision
Knowledge of methods of utilizing computer processes and software to improve the effectiveness and efficiency which is critical to departmental administrative operations
Ability to maintain strict confidentiality
Ability to multi-task
Ability to perform varied complex and difficult clerical work involving independent judgment and requiring accuracy and speed
Ability to organize and prioritize work assignments
Ability to use sound judgment in making decisions
Ability to perform keyboard tasks at a moderate rate of speed accurately
Ability to type to produce finished copy which includes technical terminology from rough copy or machine dictation
Ability to take and transcribe dictation with speed and accuracy
Ability to adjust to workload changes and meet deadlines under pressure
Ability to compose and edit correspondence
Ability to maintain confidential files and privileged information including labor relations/negotiations information
Ability to set up and maintain complex records, files, and payroll data
Ability to develop a thorough knowledge of the rules, organization, policies and procedures of the City department assigned
Ability to understand, apply and explain laws, ordinances, policies and procedures
Ability to evaluate and resolve potentially sensitive issues through discussion and persuasion in order to gain concurrence and cooperation
Ability to communicate clearly and logically orally and in writing
Ability to evaluate computer software packages and recommend improved office use of new or improved computer systems
Ability to work independently and maintain security of confidential information
Ability to operate standard office equipment
Ability to train, supervise and evaluate clerical staff as assigned
Ability to perform arithmetical calculations using addition, subtraction, multiplication, and division
Ability to communicate via radio and hear dispatch radio signal
Ability to hear adequately to converse on the telephone and in person
Ability to intermittently bend and twist to reach equipment on surrounding desk
Ability to intermittently reach above and below shoulder level to reach books, files and reports on shelves and in filing cabinets
Ability to grasp files, documents and equipment with right and left hands
Ability to climb stairs
Ability to squat and kneel to reach files and related legal documents
Ability to sit at a desk using near vision for long periods of time
Ability to work indoors in an office environment subject to heat/cold and fragrances such as perfumes
Ability to speak English
Ability to speak Spanish highly desirable
Ability to establish and effective work relationships with those contacted in the performance of required duties

Nice To Haves

Bilingual skills in English and Spanish are highly desirable

Responsibilities

Plans, organizes, and coordinates the complex clerical and routine administrative activities and operations of assigned department to ensure the timely completion of projects within established schedules and timelines
Performs and handles routine and sometimes complex administrative details not requiring the immediate attention of the department director
Prepares Council, Commission, and/or Committee agenda items and packets
Takes and transcribes minutes of staff, commission, committee, and other meetings
Edits and composes correspondence, memos, letters, and reports
Monitors Council and Commission actions and keeps current on pending issues; follows up with staff concerning various items referred by the department head for action
Acts in a liaison capacity between the department head, staff and representatives from other departments, agencies, and the public in situations often involving problem solving or discussion and persuasion to gain concurrence and cooperation
Initiates and maintains a variety of files regarding essential departmental activities
Gathers data for special reports or projects
Assists in selecting, and is responsible for training and evaluating clerical employees
Manages the clerical support function of the department ensuring that work is handled on a priority basis and completed in a timely manner; checks work for accuracy, correct English usage, completeness, and compliance with instructions
Administering English/Spanish bilingual tests
Proofreading and editing translations
Notary Public services