EXECUTIVE ASSISTANT
(Parks & Recreation Department)
Full-Time, Represented; Open/Competitive
Closing Date: after the first 100 online applications have been received
The City of Pico Rivera's vision and values are to safeguard the public's trust through open and transparent business practices that consistently maintain our credibility of strong ethical stewardship of all resources. We strive to provide responsive and consistent customer service to the community and our employees; who we trust to always own the problem and solution of all our business challenges. We recognize that we must engage our workforce in productive and respectful dialogue as our success internally hinges on the dynamic and interdependent partnerships within; thus improving our chances of external success.
The goal is to positively impact our community by optimizing and engaging our workforce to improve the human experience and quality of life in the City of Pico Rivera. The City is committed to forging a model of 21st Century government to better serve the community and its employees.
The Department
The Parks and Recreation Department oversees Parks and Programs, REACH, Senior Services, Contract Classes, Media and Communications, Special Events, Transportation, and the Pico Rivera Golf Course.
The amenities provided by the Parks and Recreation Department are enjoyed by thousands of people every year. The amenities include 100 acres of parks and open spaces, swimming pool, athletic fields, walking paths, Senior Center, and batting cages.
The Position
The City of Pico Rivera is seeking an experienced Executive Assistant to join the Parks and Recreation Department. The Executive Assistant provides administrative and secretarial support to the Parks and Recreation Department; uses independent judgment and initiative in the planning, organization and performance of responsible and confidential secretarial work; serves as point of contact for the Department coordinating communication, information, schedules and activities, tracking activities to ensure appropriate response and/or timely completion. Work is varied, complex, and involves customer service responsibilities as well as professional work such as research, analysis, and report generation. Work will cover assignments dealing with every facet of the Department's operations. Special projects may be assigned from time to time.
The Executive Assistant shall be able to work independently with minimal supervision and is directly responsible for timely, accurate production and completion of all assigned work, including the adequacy of the work product.
This position reports to and works under the supervision of the Department Director. The Executive Assistant may supervise staff.
City employees work a 4/10 schedule from 7:00am to 5:30pm. This position will also be required to work non-traditional hours including nights, early mornings, weekends, and holidays based on emergency response, community group meetings, commission meetings and City Council meetings and special events (schedule may change based on the needs of the department).
The ideal candidate will possess the abilities to perform the following essential duties:
- Manage mail, phone calls and visitors ascertaining urgency of issues, addressing those issues and/or routing to the appropriate Department staff member for proper response and follow-up.
- Schedule and coordinate appointments, conferences, meetings, trainings, special events, maintain appointment calendar and make travel arrangements.
- Track a variety of matters referred by the public, staff, City Manager and City Council and ensure that response and deadlines are met.
- Responsible for creating and formatting a variety of written work products, including letters, staff reports, analytical reports, Request for Proposals, agreements, ordinances, resolutions, memorandums, summaries, presentations and other reports.
- Edit, proofread and correct written materials to ensure correct format, spelling, punctuation, syntax and grammar.
- Compose and maintain confidential correspondence.
- Process and track Personnel Action Forms and evaluations for Full-time and Part-time staff.
- Process and file incident reports.
- Attend and serve as Secretary to the Parks & Recreation Commission and Veterans Commission, prepare meeting agenda, take and prepare meeting minutes, and ensure public meeting protocols are followed. In Addition, the position maintains communication between commissioners and the Director.
- Ad Hoc and other meetings as assigned and prepare corresponding minutes by specific deadlines provided.
- Provide supervision and lead direction to clerical staff including organizing and assigning work, training and providing performance evaluations.
- Provide administrative support to the Parks and Recreation Commission, and City Council including the preparation of agendas, correspondence and memos and prepare, copy, and distribute meeting agendas and related materials or other formal documents.
- Manage and organize employee files, leave requests and other confidential items.
- Disaster Emergency Floor Coordinator.
- Primary Administrator for MyRec (Registration Software).
- Manages new employee emails.
- Assist in the response to public records requests, public inquiries and internal requests for information.
- Ensure staff is providing excellent customer service to the public at the front counter and via telephone and ensure that the customer is assisted in a timely and courteous manner.
- Update or create forms, pamphlets, or checklists to assist applicants, the public and staff.
- Process, maintain and monitor the department agreements, budget, purchase orders, credit card expenses, membership renewals, and ensure that invoices are processed timely.
- Make purchases and maintain Department supply inventory. Maintain all Department files and records as required in an organized and useful manner including scanning of current and past documents for records management.
- Work with and maintain various confidential records including personnel records, correspondence and information, and be responsible for protecting and maintaining the confidentiality of this information.
- Review Department timesheets and ensure proper data entry into system accordingly.
- Respond to e-mails, opening and evaluating mail, setting and preparing for meetings and assisting with other support as assigned.
- Attend meetings as requested and arrange necessary materials to be available.
- Assist in managing the day-to-day office operations.
- Assist in filing, scanning, copying and office organization as necessary.
- Heavy computer/software usage.
- Manage Department Director's calendar, community room calendar, recreation calendar.
- Perform related duties as assigned.
Knowledge Of
- Office support practices; customer service techniques; safety procedures and practices; time management; conflict resolution; communications and public relations practices.
- Supervisory techniques; leadership techniques; work organization planning methods.
- Telephone etiquette and principles of effective public relations.
- General methods of budget preparation and financial record keeping.
- Modern office equipment and software applications.
- Advanced principles and methods of businesses correspondence and report preparation.
- General knowledge of City operations.
- English usage, spelling, grammar, syntax and punctuation.
Skills
- Must be able to use Excel, Word, Power Point and Adobe.
- Must be familiar with grant portals.
- Use of personal computer/laptop; keyboarding (data entry speed and accuracy); mathematical computations.
- May require transcription or dictation skills and may require operating a vehicle.
- Excellent verbal and written communication skills and organizational ability is required.
- Advanced record keeping methods.
- Proficiency in specialized recreation software programs is desired.
Ability to:
- Effectively manage multiple priorities.
- Deal with sensitive and confidential personnel matters at the direction of senior level staff and/or department director.
- Demonstrate tact and professional demeanor when interacting with staff, elected officials and the general public.
- Use initiative, discretion and judgement within established procedures, guidelines and rules.
- Work well with others in a team environment.
- Manage situations requiring diplomacy, fairness, firmness and sound judgement.
- Multi-task and perform efficient time management.
- Establish and maintain cooperative working relationships with supervisors, employees, consultants, vendors, developers, external and private agencies, businesses, and the general public.
- Ability to perform arithmetic calculations.
- Must project a positive, customer-service oriented outlook and provide accurate, timely customer response under all conditions including difficult situations involving demanding customers.
- Analyze and solve problems; research and interpret data; interpret standards and practices; track records and use time management techniques; manage projects; delegate tasks; demonstrate effective leadership skills.
- Type at a speed of not less than 50 net words per minute (nwpm).
Education and Experience
Candidates Must Possess
- A high school diploma or equivalent G.E.D. Certificate.
- Minimum 3-5 years of administrative support experience related to duties listed above.
- Municipal experience.
- Public contact experience is required; Leadership experience is desired.
- Proficiency with computer, internet, Microsoft Office Suite and related software.
- Strong time management and organizational skills.
- Excellent verbal and written communication skills.
- High level of professionalism and confidentiality is required.
- Supervisory and managerial training desired.
- Experience in making travel arrangements and event planning is particularly desirable.
- Passion for and knowledge of the importance of parks and recreation programs is desired.
- Bilingual in Spanish is desired.
PHYSICAL AND MENTAL DEMANDS
The physical and 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.
Physical Demands
While performing the duties of this class, the employee is regularly required to sit; talk or hear, in person and by telephone; use hands to finger, handle, feel or operate standard office equipment; and reach with hands or arms. The employee occasionally walks and stands and lifts and moves records and documents weighing 20 pounds or less.
Specific vision abilities required by this job include close vision, color vision, depth perception and the ability to adjust focus.
Mental Demands
While performing the duties of this class, the employee is regularly required to use oral and written communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret data and situations; use math and mathematical reasoning; learn and apply new skills or information; perform highly detailed work on multiple concurrent tasks; work under changing and intensive deadlines with frequent interruptions; and interact with City officials, media, citizens groups, employees and others encountered in the course of work.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee works under typical office conditions, and the noise level is usually quiet.
- A valid Class C California Driver's License or ability to obtain a Class C California Driver’s license within 10 days of hire, and a safe driving record throughout the course of employment. City employees are registered with the Department of Motor Vehicles, Employee Pull Notice Program.
- Proof of car insurance (to be eligible for mileage reimbursement).
- At time of hire, candidates must possess or have the ability to obtain within 30 days of hire a current American Red Cross (ARC) or American Heart Association (AHA) Infant/Child/Adult CPR, Automatic External Defibrillator (AED), and Community First Aid and Safety certification. Online certifications not acceptable.
A Veteran's Credit of 10 points may be applied once a candidate has qualified for the eligibility list. Applicants must submit proof of service/honorable discharge in accordance with the City of Pico Rivera's Rules and Regulations along with application materials prior to the filing date. Proof must be submitted with the application materials to be eligible for veteran's credit. Veterans who wish to utilize this credit must have served on a full-time basis (not reserve or auxiliary) in the armed forces for a minimum of six months (180 days).
TESTING: Candidates who pass all qualifying phases (minimum qualification review, written and/or oral examination) will advance to the hiring department who will have access to a pool of candidates to initiate the selection process. Please note that the time frame for the recruitment timeline will vary. We will keep our applicants posted as we progress in the recruitment process.
FINAL FILING DATE: Apply Early! This recruitment will close (without notice) after the first 50 online applications have been received. As employment applications are received, they will be immediately reviewed.
Selection Process
All application materials must be submitted online prior to the final filing date. Based on a review of application materials, the best qualified applicants will be invited to participate in the testing process to further evaluate their job-related experience, education, knowledge, skills and abilities. Resumes will be accepted in addition to, but not in lieu of, the required application materials (such as a copy of high school diploma, G.E.D. equivalent, and/or typing certificate, if applicable). This is a competitive process; therefore, be thorough in your responses. All statements made on the application are subject to verification. False statements will be cause for disqualification, removal from the Eligibility List, or discharge from employment.
It is recommended you use a personal email address on your application instead of a work email address. Notifications during this recruitment will be sent by email only (regardless of the notification preference selected during the on-line application process). Notifications will be sent to the email address that is listed on your online application.
For more information regarding this recruitment, please email Human Resources, at kshirinian@pico-rivera.org.
Note: The provisions of this job bulletin do not constitute an expressed or implied contract. Any provisions contained within may be modified or revoked without notice.
Probationary Period
New appointments shall be tentative and are subject to a twelve (12) month probation. Promotional appointments shall be tentative and subject to a probationary period of six (6) months.
Physical/Background Check
Upon conditional offer the selected candidate will be subject to background and reference checks and will be required to satisfactorily complete a post offer physical examination including a drug screen at the City's expense.
Emergency Disaster Worker
City employees are registered as an Emergency Disaster Worker and must take an oath. In the event of a declared emergency, City employees shall initially remain at work, or if recalled, shall report to work after completing critical personal and family emergency responsibilities.
Equal Opportunity Employer
The City of Pico Rivera is an Equal Opportunity Employer and prohibits unlawful discrimination on the basis of race, religious creed, color, national origin, ancestry, disability (mental and physical), legally protected medical condition (genetic characteristics), marital status, sex, gender, gender identity, gender expression, age, military or veteran status, sexual orientation, genetic information or any other bases protected by federal law (including but not limited to Title VI and Title VII of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973 and the American with Disabilities Act of 1990) state or local law. The City of Pico Rivera does not discriminate, or any other basis protected by law, in its employment policies or practices.
Americans With Disabilities Act (ADA) Compliance
The City of Pico Rivera provides reasonable accommodations for qualified individuals under ADA, considering each situation on an individual basis. Individuals with qualified disabilities who need reasonable accommodation during the selection process must specify the accommodation needed, in writing, for the application and/or interview phase. If you have questions, please contact the Human Resources Department staff: nkatabyan@pico-rivera.org.
City of Pico Rivera Human Resources, 6615 Passons Blvd., Pico Rivera CA 90660
