Definition
The City of Benicia is seeking a motivated and detail-oriented part-time Executive Assistant to join the City Manager’s Office. This position is ideal for someone who thrives in a fast-paced environment, demonstrates exceptional organizational, communication, and time management skills, and excels in a role requiring adaptability and discretion.
As Executive Assistant to the City Manager’s Office, this individual will provide high-level administrative and clerical support to the City Manager and multiple professional staff members. Responsibilities include managing day-to-day administrative tasks, coordinating complex calendars, preparing and compiling reports, handling correspondence, organizing and maintaining files, assisting with agenda preparation, securing required document approvals, arranging catering, planning events, and performing other duties as assigned.
The Executive Assistant is expected to exercise independent judgment and demonstrate strong problem-solving abilities across a broad range of responsibilities. The role is embedded in a dynamic environment with shifting priorities that demand flexibility and prompt responses. Performance is assessed through direct observation, stakeholder feedback, meetings, and reports. A high level of professionalism, discretion, diplomacy, and courtesy is essential at all times. This is an onsite position with no remote work option, though occasional flexibility is required for evening meetings or events.
Description
Under the direction of the City Manager, this classification is responsible for managing and overseeing a wide variety of confidential, complex and responsible administrative duties for the City Manager. This role supports the City Manager, the City Manager’s Office professional staff, and the City Council. Incumbents are responsible for researching and compiling information for the City Manager's consideration, maintaining Council assignments, coordinating staff requests, and assembling and reviewing materials for the agenda. This classification also provides complex administrative support in the area of communications.
The Executive Assistant will exercise independent judgment and high-level problem-solving skills in carrying out all duties and assignments. The Executive Assistant participates in a dynamic work environment with rapidly changing priorities requiring quick response time and flexibility. Work is reviewed through observation, internal and external customer feedback, conferences, and reports. This position requires a high level of professionalism, discretion, diplomacy, and courtesy at all times.
Distinguishing Characteristics
This classification is at the highest general administrative level. Incumbents are responsible for managing and coordinating programs and projects and providing information to internal and external customers, as well as preparing reports. Incumbents perform work of a complex analytical nature and may supervise temporary clerical staff.
SUPERVISION RECEIVED AND EXERCISED
Employees in this classification report to the City Manager. May supervise temporary clerical personnel.
Representative Duties / Qualifications
- Duties include complex calendaring for the City Manager, City Manager’s Office and City Council, including facilitating meals for lunch and dinner meetings, coordinating and handling administrative details, compiling and preparing reports, handling correspondence, maintaining files, scheduling appointments, assisting in the preparation of agendas, assuring approvals for documents, and performing other work as required.
- Represents and supports the City Manager to the public via telephone and personal contact; interacts with executive level management from public and private organizations and entities, department heads, City staff, and the general public; responds to requests for information and assistance, directing or relaying information to the appropriate parties; provides information regarding City policies, procedures, rules, and regulations; resolves citizen concerns and complaints.
- Develops content in newsletters, news releases, City website, and electronic communications; prepares speeches, scripts, responses and related materials for public information purposes to strengthen and promote the City's identity.
- Participates in the development, implementation, and administration of policies, procedures, and programs.
- Relieves executive and management staff of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
- Composes correspondence, reports, documents, memos and other material of an important and often confidential nature from dictation, notes, personal knowledge and research. Materials are often technical and require specialized formats.
- Prepares and maintains operations and procedures manuals to assist management in operating more efficiently and effectively.
- Types drafts and finished versions for a variety of materials from written or verbal instruction, including correspondence, reports and other materials that may be sensitive, complex or technical. Verifies and corrects grammatical composition of others’ work. Determines most appropriate layouts, formats, arrangements and other details to prepare documents for final form.
- Assists with a variety of special projects and assignments, including, but not limited to planning, organizing, coordinating and directing a variety of activities, such as communication and public information programs and events to foster public understanding of City goals, policies, programs and services.
- Searches information from files, records and libraries to prepare summary reports; performs basic mathematical calculations and tabulations.
- Coordinates the activities of the City Manager's Office, which includes planning, coordinating, administering, and evaluating programs, projects, processes, procedures, systems, and standards; ensures compliance with Federal, State, and local laws, regulations, codes, and/or standards.
- Participates in strategic planning activities; monitors compliance and adherence to applicable organizational goals and priorities.
- Communicates and implements City Council and management policies and procedures.
- Complex calendar management for the City Manager, and which includes City Council and executive management team. Arranges and coordinates meetings and schedules use of facilities as needed. Coordinate set-up of meeting rooms, arrange catering and refreshments as needed.
- Screens incoming calls, mail and visitors; evaluates the relative importance of each and independently resolves routine matters while referring others to the appropriate persons.
- Compiles information for administrative matters, particularly when the information required by superiors is complex, confidential or of a sensitive nature.
- Conducts routine checks of supplies and equipment, and maintains records of usage of same. Contacts distributors for price/quantity information. Orders supplies as needed.
- Determines work priorities and methods; initiates, organizes, maintains, and controls access to complex filing systems and records including highly sensitive files; conducts periodic retention and purging of files in compliance with applicable city-wide policies; may participate in the interview and selection of full-time clerical employees.
- Prepares specialized schedules as well as fiscal, administrative and operational reports.
- Prepares and processes purchase orders and invoices, requisitions, expense claims, monthly departmental credit card account, and contract management.
- May attend non-routine, confidential or important meetings and hearings to take minutes, record official action and significant elements of discussion, create task lists, and transcribe notes into finished documents.
- Assists in making arrangements for special city events for employees and the community.
- Schedule appointments or conferences, arrange for meetings/ceremonial functions/travel, prepare reconciliation upon completion of trip.
- Assists in the role of liaison with the City Council, applicable Commissions and Boards, staff members, and the community. Prepares the City Council agenda for the City Manager’s approval and notice public hearings.
- Participates in/on a variety of meetings, task forces, and/or other related groups in order to receive and convey information, as well as to complete tasks towards the City’s goals and priorities.
- Performs related duties of a similar nature or level all within the context of the City’s Mission of providing responsive, cost effective, and innovative local government services through a collaborative effort with the community.
Qualifications
Knowledge of:
- Supervisory principles;
- public relations principles;
- data collection and analysis techniques;
- community outreach and image/issue management;
- marketing and public relations principles and practices;
- principles and practices of multi-media presentation methods using a variety of technology;
- consensus building techniques;
- project management principles;
- research and reporting methods;
- applicable Federal, State, and Local laws, rules, regulations, codes, and/or statutes;
- mathematical principles;
- modern office procedures, methods, and equipment;
- structure and proper use of the English language, grammar, and punctuation.
Ability To
- Prioritize work tasks;
- monitor and evaluate the work of subordinate staff;
- review work methods and/or procedures and make recommendations for improvement;
- use a computer and related software applications;
- resolve conflict;
- compile and analyze data and information;
- interpret and apply policies, procedures, and guidelines;
- collect, organize, and present complex technical data;
- design and prepare reports and forms;
- organize and implement public information activities;
- develop, write and produce effective communication materials using a variety of media;
- provide customer service;
- maintain confidentiality;
- proofread and edit documents;
- utilize modern office equipment;
- perform mathematical calculations;
- handle multiple tasks simultaneously;
- type complex correspondence, memos, vouchers, and/or other related information;
- maintain complex, sensitive, and confidential documents, records, and files;
- define problems and collect data;
- work independently;
- conduct specialized research;
- assemble and organize data and information;
- and communicate, using interpersonal skills as applied to interaction with coworkers, supervisor, the general public, and others.
Education & Experience
Any combination of education and experience that would provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education: Bachelor's Degree in Business or Public Administration, Business Management, or a related field.
Experience: Five years of journey level experience preferably in a municipal environment.
WORKING CONDITIONS
Work is generally performed in an office setting with frequent interruptions, multiple deadlines, complaints, and peak workload periods. Position may require working with the public and attendance at night and/or weekend meetings.
PHYSICAL DEMANDS
Work may include prolonged stationary work, as well as light to moderate lifting, reaching, stooping, pulling, pushing, and manual dexterity; the need to transport files, paper and documents weighing up to 25 pounds; frequent operation of computer and other office machinery; frequent communication with employees and public.
Essential And Non-essential Duties
The representative duties listed in this job description include essential and non-essential functions. Individuals with disabilities will be considered for placement into positions in this class based upon an assessment of the essential functions of the particular position. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth to address business needs and changing business practices.
Supplemental Information
Application Process
Individuals interested in being considered for the Executive Assistant to the City Manager position must submit an application and responses to the required supplemental questions by the final filing date. It is preferred you apply through the NeoGov system.
APPLY HERE
Individuals wishing to file a paper application in lieu of the on-line application process should contact the City of Benicia Human Resources Department.
Applicants are expected to accurately document their related experience and any training, education, and/or skills relevant to this position. Applicants should respond to all supplemental questions, even if the information is also contained in the application.
How Applicants Are Notified Of Their Status
Application status notifications are distributed via email through the Neogov (governmentjobs.com) email system, so please check your email/junk mail/spam folders for status notification updates.
Selection Process
Application materials will be carefully evaluated; applicants who document possession of experience and education which most closely meet the requirements of the position will be invited to participate in the next phase of the selection process, which may include an assessment center and interview process.
Meeting the minimum qualifications does not guarantee an invitation to future steps in the process.
Prior to appointment, candidates must pass a thorough background investigation and a pre-placement medical screening, including a drug screen.
If, due to a disability, you need accommodations at any point during the application or testing process, please contact the Human Resources Department at (707) 746-4766.
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This position is a part-time at-will position.
The position does not receive any health insurance benefits.
Unless otherwise eligible for CalPERS retirement system, employees in this category are enrolled in PARS, an alternate retirement system, and employees have a 6.2% payroll deduction towards PARS.
The City does not participate in Social Security except for the required Medicare program, which is a 1.45% payroll deduction.
01
To provide us with an opportunity to evaluate your background, responses to the Supplemental Questions are required in addition to your application. The information you provide will be used to determine your eligibility to continue in the selection process for this position. All work experience that is described or included in your supplemental responses(s) should have occurred during employment of one/more of the Employers you listed in the "Work Experience" section of your application. If not, you will need to provide additional information as to where/how you received that experience.
- I have read and understand the above instructions.
02
Do you understand that this position is at-will, part time, and no insurance benefits will be offered?
03
Which best describes your highest level of education?
- Did not finish High School
- Have GED
- Have High School Diploma
- Some College
- Associate's Degree
- Bachelor's Degree
- Master's Degree
04
How many years of journey level work experience that provides the knowledge, skills, and abilities as listed in the job description?
- None
- Less than 3 years
- 3-5 years
- 5-8 years
- More than 8 years
05
How many years of experience do you possess working in public service (government, community development, social service, school district, special district, non-profit, etc.)?
- None
- Less than 3 years
- 3-5 years
- 5-8 years
- More than 8 years
06
Do you have experience with bookkeeping, financial management, or budget preparation?
07
Please describe your experience working in public service (government, community development, social service, school district, special district, non-profit, etc.). Specify the type of agency/employer in your response. If none, please put "N/A"
08
Please describe your experience writing memos, reports, policies, or other formal communications for internal and/or external distribution. If possible, please attach a sample of your writing to your application.
09
Please describe your experience conducting research, including data gathering, statistical analysis, and report writing.
10
Please list any specialized training, coursework, or certifications you have received which would assist you in performing the job. If nothing, please enter, "N/A" in the space below.
11
Please describe your experience providing customer service to citizens or customers; for example, handling complaints, addressing confidential or sensitive issues, or resolving conflicts.
12
Do you certify that the information and statements made in connection with this application and supplemental questionnaire are complete and true to the best of your knowledge? Please note that intentional misrepresentation of your qualifications will be grounds for disqualification from this selection process and/or removal from the eligibility list.
- I have read and understand the above information and certify the information I have provided is true to the best of my knowledge.
- Required Question
