Classification Definition
DEFINITION
To provide a wide variety of responsible and confidential, complex, office administrative and secretarial support to the City Manager, Assistant City Manager, Mayor, and City Council Members; to oversee and manage the office and administrative support activities within the City Manager's Office; to maintain complex files and records; and to perform related duties as assigned.
DISTINGUISHING CHARACTERISTICS
The incumbent shall be appointed "at-will" and exempt from classified service and shall serve at the pleasure of the City Manager. This position is characterized by responsibility to serve as the highest level administrative support staff to the City Manager, Assistant City Manager, Mayor, and City Council Members. The incumbent is expected to exercise considerable judgment and tact in performing assigned duties. This class is differentiated from the City Manager Assistant by the responsibility for serving as the office manager and for performing the most complex administrative support work in the City Manager's Office.
Essential Duties and Responsiblities
ESSENTIAL AND MARGINAL FUNCTION STATEMENTS--
Essential and other important responsibilities and duties may include, but are not limited to, the following:
Essential Functions
- Provides excellent customer service and effective public relations in all interactions with the public, City staff, elected officials, dignitaries, the business community, and others contacted in the course of work; provides complex and confidential administrative and secretarial support to City Manager, Assistant City Manager, Mayor, and City Council Members.
- Serves as office manager and oversees office operations and activities; handles highly confidential information regarding controversial issues, individuals, and/or projects with diversified, City-wide implications; renders confidential assistance to the City Manager as necessary.
- Screens incoming correspondence, phone calls, and visitors, recognizing and expediting priority matters; refers matters to other staff/departments as appropriate; answers a substantial amount of correspondence on own initiative in accordance with general polices and procedures or knowledge of the City Manager's viewpoint; provides front office assistance to the general public.
- Serves as liaison between the City Manager, staff, and representatives from other departments and agencies; personally, transmits messages, requests, and instructions as appropriate.
- Maintains a calendar of activities, meetings, conferences, and various events for the City Manager, Assistant City Manager, Mayor, and City Council Members; makes travel arrangements; coordinates activities with other City departments, the public and outside agencies; processes travel claims as needed.
- Prepares a variety of correspondence and materials; independently composes letters and memoranda; prepares meeting minutes; creates proclamations and resolutions; types documents from rough draft or transcription or verbal instruction; responds to City Manager's e-mails; reviews all completed documents to ensure accuracy and consistency with City formats and standards.
- Maintains, develops and implements department filing systems and records; modifies systems as appropriate; monitors contracts; types and proofreads a wide variety of reports, letters, memoranda and statistical charts; composes correspondence for review and signature.
- Provides support in the preparation and administration of the assigned department budget; monitors expenditures; reviews and processes purchase requisitions and purchase orders; recommends modifications or adjustments as appropriate.
- Maintains and orders office supplies and equipment; prepares purchase orders; receives invoices and checks for accuracy; processes payments.
- Provides assistance to the Mayor and Council Members for public appearances, including gathering information and resources for public presentations.
- As assigned, may provide administrative support to a variety of meetings including commission meetings; attends meetings; prepares minutes; prepares and compiles agenda and agenda packets; disseminates information as appropriate.
- As assigned, provide assistance in special projects.
- Perform related duties and responsibilities as required.
Minimum Qualifications
Knowledge of:
- General office administration and secretarial practices and procedures.
- Business letter writing and report preparation techniques.
- Modern office procedures, methods and equipment, including computers and supporting word processing and spreadsheet applications.
- Methods and techniques of maintaining files and records.
- Policies and practices of developing agendas and meeting materials for assigned committees.
- Principles and procedures of record keeping.
- Mathematical principles.
- Practices used in minute taking and preparation.
- English usage, spelling, grammar and punctuation.
- Pertinent Federal, State and local laws, codes and regulations.
Ability To
- Perform complex administrative and secretarial support services to the City Manager, Assistant City Manager, Mayor, and City Council Members.
- Keyboard at a speed necessary for successful job performance.
- Prepare clear and concise reports.
- Operate office equipment including computers and supporting word processing and spreadsheet applications at an advanced level of proficiency.
- Interpret, explain and enforce department policies and procedures.
- Perform responsible and difficult secretarial work involving the use of independent judgment use to meet critical deadlines.
- Independently prepare correspondence and memoranda.
- Work independently in the absence of supervision.
- Maintain confidential records and reports.
- Communicate clearly and concisely, both orally and in writing with tact and discretion.
- Establish and maintain effective working relationships with those contacted in the course of work.
- Maintain physical condition appropriate to the performance of assigned duties and responsibilities.
- Exercise decorum, political acumen, and proper protocols in all interactions with elected officials, dignitaries, and others contacted in the course of work.
Experience And Training Guidelines
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience
- A minimum of four (4) years of highly responsible administrative assistant support or complex secretarial experience in support of administrative or management level staff and operations, preferably in the public sector with familiarity with governmental entities and operations.
Training
- Equivalent to completion of the twelfth grade preferably supplemented by the completion of college coursework in business administration or a related field.
Licenses and Certifications
- Possession of a State of California driver's license and the ability to maintain insurability under the City's vehicle insurance program.
Supplemental Information
Application Procedure
A City application form and supplemental questionnaire (if applicable) MUST be submitted and received by the closing date. Please apply online at www.rialtoca.gov. All other employment inquiries can be directed to The City of Rialto, Human Resources Department. 246 S. Willow, Rialto, CA 92376. Telephone: (909) 820-2540.
Selection Process
Candidates must clearly demonstrate through their application material that they meet the employment standards outlined above. All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process. Examinations for the positions may consist of any combination of written, performance, and oral exams to evaluate the applicant's skills, training, and experience for the position. Successful applicants will be placed on an eligibility list. The City may also merge lists. The selected candidate(s) must successfully complete pre-employment clearances which may include a physical, drug screen, and fingerprinting.
Veterans Preference Credit Eligibility
Veterans of the armed forces, who have been discharged or released from active duty under conditions other than dishonorable (Government Code: 18540.4), shall receive an additional five (5) points to their final examination score for ranking purposes only. This preference will apply only to the first appointment to any regular full-time City appointment. A copy of your valid DD214 must be submitted on or before the final filing date in order to be eligible for Veterans Preference Credit. For more information, please see the City's Veteran's Preference Policy.
E-Verify
The City of Rialto is an E-Verify employer. E-Verify is an internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States.
This benefits overview is a summary and is not to be considered all-inclusive or applicable to all employees.
THE PROVISIONS OF THIS BULLETIN DO NOT CONSTITUTE AN EXPRESSED OR IMPLIED CONTRACT. ANY PROVISION IN THIS BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE.
RETIREMENT Information Effective 01/01/2013. Benefits described below are the result of the recently enacted Public Employment Pension Reform Act (PEPRA). Prospective employees should note that some of the details of the legislation are unclear at this time and therefore some of this information may change. The information provided is our current understanding of the law. If you have any specific questions about retirement benefits, please contact Cindy Balderas, Human Resources Manager, at (909) 820-2540.
New CalPERS Members
For Employees Hired 1/1/2013 Or Later And Who ARE NOT a Member Of The California Public Employees Retirement System (CalPERS) Or a Reciprocal Agency*, Or Those Who Have Been Separated From a Public Agency Which Contracts With CalPERS Or a Reciprocal Agency For Six Months Or More, The Retirement Benefit Shall Be
2% at age 62 (non-safety)
2.7% at age 57 (safety)
Current CalPERS Members
For Employees Hired After 1/1/2013 Who Are CURRENT MEMBERS Of CalPERS Or a Reciprocal Agency And HAVE NOT Been Separated From Service From Such Agency For Six Months Or More, The Retirement Benefit Shall Be
2.7% at age 55 (non-safety)
3% at age 50 (safety)
PERS Retirement Employee Cost-Sharing: Employees contribute: Safety 12% and Non-Safety 8%.
Paid Leave--Eleven holidays per year, plus generous vacation, immediate 120 hours sick leave, and 100 hours annually of administrative leave.
Long-Term Disability - 100% City-Paid
Life Insurance - $150,000
Health and Dental Insurance – 100% City-Paid or Opt Out Provision $500 effective January 1, 2015 $1,100.
Vision – Reimbursement up to $300 per fiscal year for employee only.
Deferred Compensation - The City shall pay $750 per month toward deferred compensation plan.
Educational Incentives - Tuition Reimbursement $2,500 per fiscal year. An employee who has completed probationary period and obtained a Masters of Arts or Science degree or doctoral degree from an accredited college or university shall receive an additional 7.5% of their regularly base salary.
More benefits can be found in the current CGMA MOU.
AGENCY SHOP: Union dues or service fees are mandatory as a condition of employment for employees who are in classifications which are covered by Agency Shop provisions. Qualified religious objection can be accommodated.
EMERGENCY SERVICE: All City employees are required to perform assigned Emergency Service duties in the event of an emergency or disaster.
01
What is the highest level of education you have completed?
- High School Diploma or GED
- Associates Degree
- Bachelor's Degree
- Master's Degree
02
Do you have at least four (4) years of highly responsible administrative assistant or complex secretarial experience supporting administrative or management-level staff?
03
Did your administrative experience include supporting executive, managerial, or department-level operations (e.g., scheduling, correspondence, records, reports, or coordination)?
04
Do you have administrative experience in the public sector or working with governmental entities and operations?
05
Please describe your experience providing excellent customer service while maintaining multiple priorities in an executive assistant role.
06
Please describe in your experience where you have provided high level of support to elected officials or executives in the public sector. A N/A or see resume response will disqualify your application.
