Executive Assistant (U)

City of San Bernardino•San Bernardino, CA

About The Position

The City of San Bernardino is seeking an experienced and highly organized Executive Assistant to join the Office of the City Manager. This position provides confidential administrative and operational support, coordinates complex schedules and meetings, prepares correspondence and reports, maintains sensitive records, and assists with citywide projects and initiatives. The successful candidate will exercise sound judgment, professionalism, and discretion while working collaboratively with City leadership, elected officials, departments, outside agencies, and the public.

Requirements

Graduation from high school or G.E.D. equivalent.
Five (5) years of increasingly responsible office administrative or secretarial experience.
An equivalent combination of training and experience.
A valid California driver's license and the ability to maintain insurability under the City's vehicle insurance policy.
Ability to type accurately at a speed necessary to meet the requirements of the position.
Proficiency in Microsoft Office and other administrative software.
Experience supporting executives, managers, or senior-level staff in a complex organization.
Excellent organization and attention to detail.
Sound judgment, discretion, and professionalism.
Ability to effectively manage multiple assignments and changing priorities.
Clear and professional communication with employees, elected officials, outside agencies, and the public.
Ability to maintain strict confidentiality when handling sensitive information.
Ability to work independently while contributing to a collaborative team environment.
Knowledge of office administrative and management practices and procedures, including principles and practices of file and document management.
Knowledge of principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.
Knowledge of City organization, ordinances, rules, policies, procedures and operating practices related to areas of responsibility.
Knowledge of terminology, work processes, policies, procedures and local, state and federal requirements applicable to areas of assigned responsibility.
Knowledge of basic functions of public agencies, including the role of an elected Council and appointed committees and boards.
Knowledge of advanced uses of word processing, graphics, spreadsheet, database and other software to create documents and materials requiring the interpretation and manipulation of data.
Knowledge of basic principles and practices of public administration, including budgeting, purchasing and maintenance of public records.
Ability to organize, set priorities, take initiative and exercise sound independent judgment within areas of responsibility.
Ability to interpret, apply, explain and reach sound independent decisions in accordance with City and departmental regulations, policies and procedures.
Ability to organize, research and maintain a variety of office files and records.
Ability to operate a computer, word processing and spreadsheet software and other standard office equipment.
Ability to compose routine correspondence, prepare documents and make arrangements from brief instructions.
Ability to communicate clearly and effectively, both orally and in writing.
Ability to understand and follow written and oral instructions.
Ability to prepare clear, accurate and concise records and reports.
Ability to maintain strict confidentiality of privileged information.
Ability to use a high degree of tact, diplomacy and discretion in dealing with sensitive and confidential situations and concerned internal and external parties.
Ability to establish and maintain highly effective working relationships with the City Manager, Mayor, City Council members, other elected and appointed officials, committee members, other department directors, managers, staff, residents, representatives of civic and community groups the public and others encountered in the course of work.

Nice To Haves

An Associate of Science/Arts degree from an accredited college or university is preferred, with coursework in Business, Accounting or a related field.
Experience providing executive administrative support in a government or public-sector agency is highly desirable.

Responsibilities

Provides confidential administrative and operational support.
Coordinates complex schedules and meetings.
Prepares correspondence and reports.
Maintains sensitive records.
Assists with citywide projects and initiatives.
Exercises sound judgment, professionalism, and discretion.
Works collaboratively with City leadership, elected officials, departments, outside agencies, and the public.
Reviews manager’s calendar, coordinating meetings, and prioritizing correspondence requiring immediate attention.
Prepares reports, agenda items, or other confidential documents.
Responds to inquiries from City staff, elected officials, outside agencies, and members of the public.
Monitors and processes invoices.
Maintains personnel and departmental records.
Follows up on assignments to ensure deadlines are met.