Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications arenotintended to reflect all duties performed within the job.

DEFINITION

Under general supervision, provides highly responsible executive and confidential support to the Community Development Department, including handling confidential materials and complex citizen and employee relations; acts as the first point of contact for the Community Development Department office; resolves public issues and concerns; serves as a liaison with department heads, committees and Planning commission; performs administrative support and special projects as assigned; and performs other related duties and responsibilities as assigned.

DISTINGUISHING CHARACTERISTICS

This single incumbent class is the professional administrative support class reporting directly to the Assistant City Manager/ Community Development Director and Deputy Director of Community Development. The incumbent performs highly responsible work within the administrative support series requiring considerable discretion and independent judgment related to sensitive and confidential issues. The position provides information to the public and staff requiring considerable knowledge of City and department services, policies, and procedures. The Executive Assistant class is distinguished from the Administrative Services Coordinator in that the later assumes office management responsibilities and direct supervision of subordinates. This position is responsible for administrative support to the Director/ Deputy Director of Community Development including screening and prioritizing phone calls, managing calendars, scheduling meeting and events, and maintaining records and confidential files.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the Assistant City Manager/ Community Development Director or Deputy Director of Community Development.

ESSENTIAL FUNCTION STATEMENTS--Essential duties and responsibilities may include, but are not limited to, the following:

Provides highly responsible administrative support to the Assistant City Manager/ Community Development Director and Deputy Director of Community Development by assisting with duties of an advanced, complex, sensitive, and confidential nature.
Screens and directs incoming mail and email communications; determines priority level and routes incoming correspondence, reports and requests; acts as the liaison between the Community Development Department, Planning Commission, other Department Heads, managers, other staff and the public, coordinating resolutions and following up with staff when appropriate.
Exercises advanced customer service skills and diplomacy; represents the Community Development Department to outside agencies, other elected officials, and the public.
Coordinates and maintains multiple calendars and schedules meetings and appointments for the Assistant City Manager/ Community Development Director and Deputy Director of Community Development; arranges meetings, travel and conferences; coordinates expense reimbursements.
Provides administrative support to the Planning Commission and assists with preparation of Planning commission Agendas, Minutes and Resolutions.
Receives and screens visitors, telephone calls, emails, and regular mail; provides information to the public to ensure an understanding of departmental and City policies and procedures and handles issues that may require sensitivity and use of sound independent judgment; listens to questions and explains procedures according to existing guidelines; exercises independent problem solving skills; refers matters to appropriate City staff and/or takes or recommends resolution; conducts follow-up to ensure issue has been appropriately handled.
Composes, types, and edits a variety of documents including detailed and often confidential correspondence, forms, memos, reports, statistical reports, invitations, graphic materials, and specialized documents and other management and department staff from rough draft, handwritten copy, verbal instructions, or from other material; proofreads materials for accuracy, completeness, compliance with departmental policies, format, and English usage, including grammar, punctuation, and spelling; inputs and retrieves data and text using a computer.
Prepares and monitors agreements/contracts initiated through the Community Development Department; creates purchase orders and prepares warrants and payment logs needed for vendors.
Coordinates City Hall tours on behalf of the Assistant City Manager/ Community Development Director and Deputy Director of Community Development.
Designs and implements file, index, tracking, and record-keeping systems; research records within areas of assigned responsibility to prepare reports and provide follow-up information to customer and staff inquiries; organizes and maintains various administrative, confidential, and files and records for the Community Development Department.
Provides a variety of support to City commissions, committees, and task forces.
May provide technical and functional direction and training to assigned subordinates to ensure office workflow is maintained and office goals are met; assigns work according to changes in workload priorities; evaluates office and administrative functions to recommend changes in office procedures.
Completes special projects as assigned.
Observes and complies with all City and mandated safety rules, regulations, and protocols.
Performs other related duties and responsibilities as assigned.

Qualifications

Knowledge of:

Theory, principles, practices and techniques of public administration, including budgeting, management, purchasing, contract administration, technology, operations management, maintenance of public records and other general administrative support services and communications.
Federal, state and local laws and regulations applicable to assigned areas of responsibility.
Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions.
City operations and functions and associated management, budgeting, intergovernmental relations and administrative service issues.
Principles and practices of sound business communications, business letter writing and the standard format for reports and correspondence.
Standards or processes relevant to professional clerical, secretarial, and administrative operations of the Community Development Department.
Principles, procedures, and methods of record keeping, report preparation, and filing systems.
Methods of preparing and processing various records, forms and other documents specific to the Community Development Department.
Modern office practices, methods, and computer equipment and applications related to the work.
Advanced customer service practices and procedures, and conflict resolution.
Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
English usage, grammar, spelling, vocabulary, and punctuation.
Techniques for effectively representing the city in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
City and mandated safety rules, regulations, and protocols.

Ability To

Provide complex administrative, secretarial, confidential, project-oriented, and record keeping office support duties and responsibilities.
Understand, interpret, explain and apply city, state, and federal policy, law, and regulations applicable to areas of responsibility.
- Provide advanced level administrative support to the Community Development Department, involving the use of considerable independent judgment, confidentiality, and discretion.
Assist the public, City staff, and others in researching or obtaining answers to questions regarding City business.
Use tact and discretion in dealing with sensitive situations, co-workers and the public.
- Respond to and effectively prioritize multiple telephone calls and other requests for service.
- Interpret and apply administrative and departmental policies and procedures at an advanced level.
- Use applicable office terminology, forms, documents, and procedures in the course of work.
- Maintain confidentiality.
- Set priorities, adapt to changing priorities; and meet critical deadlines.
- Take meeting notes and prepare accurate and detailed minutes.
- Understand and follow verbal and written instructions.
- Type accurately at speeds necessary for successful job performance.
- Compose correspondence and reports independently or from brief instructions.
- Read, understand, and interpret technical information, data, documents, and records pertaining to the assigned department's services, processes, and programs.
Perform responsible clerical support work with accuracy, speed, and minimal supervision.
Understand the organization and operation of the city and of outside agencies as necessary to assume assigned responsibilities.
Perform mathematical calculations quickly and accurately and develop spreadsheets using intermediate to complex formulas and tables.
Work independently and as part of a team.
Make sound decisions within established guidelines.
Maintain a variety of filing, record keeping, and tracking systems.
Use English effectively to communicate in person, over the telephone, and in writing.
Establish and maintain highly effective working relationships with the Mayor, City Manager, Assistant City Manager, City Council members, department directors, managers, elected and appointed officials of other governmental agencies, employees, business and community leaders, the media, residents, the public and others encountered in the course of work.
Demonstrate an awareness and appreciation of the cultural diversity of the community.
Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
Communicate clearly and concisely, both orally and in writing.
Ensure adherence to safe work practices and procedures.
Operate a vehicle observing legal and defensive driving practices.

Experience And Training Guidelines

Any combination of experience and training that would likely provide the required knowledge and abilities to perform the essential functions is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience

A minimum of six (6) years of increasingly responsible administrative office support experience assisting executive management or a high-level official, preferably in a public agency.

Training

High School graduation or satisfactory equivalent, supplemented by the completion of specialized coursework in Office Management, Business Administration or a closely related field. An Associate’s Degree in Business or Public Administration, or a related field is highly desirable.

Licenses And Certifications

Possession of a State of California driver’s license and proof of insurance.

Special Requirements

Employee in this class may be required to work extended hours including evenings and weekends.

WORKING CONDITIONS

The work environment characteristics and physical/mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Environmental Conditions

Employees in this class generally work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

Physical Demands

Must possess mobility to work in a standard office setting including use of standard office equipment, including a computer; and to operate a motor vehicle to visit various City development and meeting sites. Vision is required to read printed materials and a computer screen. Hearing and speech is required to communicate in person, before groups, and over the telephone. Touch is required in order to handle documents and use a computer. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Must be able to sit for prolonged periods of time. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 20 pounds.

Mental Demands

While performing the duties of this class, the incumbent in this class regularly uses written and oral communication skills; reads and interprets complex data, information, and documents; analyzes and solves problems; uses math, and mathematical reasoning; observes and interprets people, and situations; learns and applies new information; performs highly detailed work; deals with changing deadlines, constant interruptions, and multiple concurrent tasks; and interacts with elected officials, City management, staff, members of the public, representatives of private and public agencies, and others encountered in the course of work.

CAREER PROGRESSION

FROM: Executive Assistant

TO: Administrative Services Coordinator

Approved by Name: City Council

Title: N/A

Effective/Revision Date: 5/4/23

FLSA Status: Non-Exempt

At-Will Status: This is an “At Will” position as defined in Section 2.35.030 of the City of Jurupa Valley Municipal Code. Employment can be terminated with or without cause or notice at any time by either City or employee.

Possession of the minimum qualifications does not ensure that an applicant will be invited to the next phase of the examination process which may include a written exercise and/or multiple interviews. The City reserves the right to invite only the most closely qualified applicants to participate and move forward in the recruitment process for this position. Successful candidates may be required to pass a comprehensive background investigation which includes reference check, live scan fingerprinting, and pre-employment examination. In compliance with the Immigration Reform and Control Act of 1986, all new employees must verify identity and entitlement to work in the United States by providing required original documentation.

Resumes and Letters of Interest are encouraged and may be sent as attachments but cannot substitute the City Application. Submit your online application at www.jurupavalley.org. EOE / ADA

Applications must be received by the City of Jurupa Valley Division of Human Resources before 5:00 p.m. on the closing date stated on the job announcement. Emailed or facsimiled applications will not be accepted. Applications that are received after the closing date and time, regardless of online postmark date, will not be considered. Incomplete or illegible application packets may result in disqualification. If the position is open until filled, apply immediately for optimal consideration as the recruitment may close without notice. A separate application must be submitted for each position of interest.

If you have any questions, please contact the Division of Human Resources at: 951-332-6464 ext. 251.

City of Jurupa Valley

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