Executive Assistant

City of Concord•Concord, CA

1d•Onsite

About The Position

The purpose of this position is to provide administrative support for an assigned department. This role involves a wide range of administrative tasks including handling calls, visitors, and mail, maintaining personnel files and spreadsheets, managing calendars, and scheduling conferences and training rooms. The Executive Assistant will interact with public officials, external agencies, executive management, and staff. Key responsibilities also include processing payroll, assisting with department-specific programs and events, responding to information requests, and resolving citizen concerns and complaints. The position supports budget preparation and administration by processing accounts payable or receivable information, handling tuition reimbursement requests, and determining petty cash disbursements. Furthermore, the role requires preparing various reports, conducting related research, processing travel and training requests, and assisting with travel expense reconciliation.

Requirements

Knowledge of Modern office procedures
Knowledge of Customer service principles
Knowledge of Basic accounting principles
Knowledge of Basic budgeting principles
Knowledge of Recordkeeping principles
Knowledge of Grammar, punctuation, and spelling principles
Knowledge of Office management principles
Knowledge of Inventory maintenance principles
Knowledge of Basic mathematical concepts
Notary License
Valid North Carolina Driver’s License
Applicants must meet the City criteria for an acceptable driving record
Operating computers and applicable software applications
Preparing a variety of reports
Prioritizing work and performing multiple tasks
Providing customer service
Maintaining various confidential records
Working independently
Performing mathematical calculations
Operating modern office equipment
Preparing business correspondence
Conducting research
Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction

Responsibilities

Provides administrative support by handling calls, visitors, and mail
Maintains personnel files and spreadsheets
Manages calendars
Schedules conferences and training rooms
Interacts with public officials, external agencies, executive management, and staff
Processes payroll
Assists with department specific programs and events
Responds to requests for information and assistance
Resolves citizen concerns and complaints
Assists with budget preparation and administration by processing related accounts payable or receivable information
Processes tuition reimbursement requests
Determines petty cash disbursements
Prepares a variety of reports related to departmental activities
Conducts related research
Processes travel and training requests
Assists with travel expense reconciliation
Performs other similar duties as required