Executive Assistant to the City Manager
: Job Details :

Salary : $86,186.10 - $104,758.94 AnnuallyLocation : Tracy, CAJob Type: Full TimeDepartment: City Manager's OfficeOpening Date: 11/13/2024Closing Date: 12/2/2024 12:00 PM PacificFLSA: Non-ExemptBargaining Unit: CEUDescription For more information about this exciting opportunity, click DEFINITION Under general direction, provides varied, complex, and confidential office administrative support to the City Manager, Mayor, and City Council including handling confidential materials and complex citizen and employee relations; conducts special projects; acts as the first point of contact for the City Manager, Mayor, City Council, other departments, and the public to resolve issues and concerns; assists in coordinating City-sponsored events and meetings; provides information to the public and staff requiring considerable knowledge of City and department services, policies, and procedures; manages the office administrative functions of the City Manager's Office; performs technical support work related to the responsibilities of the City Manager; and performs related work as required. SUPERVISION RECEIVED AND EXERCISED Receives general direction from assigned supervisory or management staff. Exercises technical and functional direction over and provides training to lower-level staff. Exercises no direct supervision over staff. CLASS CHARACTERISTICS This is the highest-level administrative support class assigned to the City Manager's Office. Incumbents work under general direction and exercise a high level of discretion and independent judgment in performing the full range of routine to complex administrative and project coordination support work for the City Manager, Mayor, City Council, and associated staff. The work requires extensive public contact, the frequent use of tact, knowledge of City activities, and the ability to conduct independent projects. This class is distinguished from other office administrative classes in that the nature, scope, complexity, and diversity of responsibilities originating at a City-wide level requiring a broader understanding of City functions and the capability of relieving City management staff of day-to-day administrative and coordinative duties. Essential and Marginal Duties EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Provides administrative support to the City Manager, Mayor, and City Council by assisting with duties of an advanced, complex, sensitive, and confidential nature; represents the department at meetings as assigned; acts as a liaison between the City Manager and other staff and the public, coordinating resolutions and following up with staff when appropriate.
• Coordinates and maintains multiple calendars and schedules meetings and appointments for the Mayor, City Council members, and the City Manager; makes travel arrangements as required.
• 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; listens to questions and explains procedures according to existing guidelines; refers citizens to the appropriate department source as appropriate; identifies, negotiates, and/or resolves solutions to citizen complaints and problems when appropriate.
• 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 for the City Manager 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.
• Plans, organizes, and coordinates City events and assists in planning, organizing, and coordinating Council receptions and dinners, and various meetings; participates in the planning and coordination of employee events.
• Coordinates and participates in the preparation of the department's budget; reviews and ensures accuracy of budget documents; processes payment authorizations for City Manager and City Council invoices; tracks, enters, and maintains purchase orders in financial database system; monitors budget expenditures.
• Designs and implements file, index, tracking, and record-keeping systems; researches 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, reference, and follow-up files and records for the City Manager, Mayor, and City Council.
• Provides a variety of support to City commissions, committees, and/or task forces; prepares and distributes agenda packets, attends meetings and prepares minutes, and assists with follow-up on decisions.
• Attends to a variety of office administrative details, such as purchasing supplies, arranging for equipment purchase and maintenance, and attending meetings.
• Operates standard office equipment, including job-related computer hardware and software applications, fax machine, and multi-line telephones.
• Notarizes City documents as needed.
• Performs other related duties as assigned.

Minimum Qualifications QUALIFICATIONS Knowledge of:

• Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions.
• Applicable Federal, State, and local laws, rules, regulations, ordinances, and organizational policies and procedures relevant to assigned area of responsibility.
• Principles and procedures of record-keeping and reporting.
• Principles and practices of data collection and report preparation.
• Business letter writing and the standard format for reports and correspondence.
• Business mathematics and basic statistical techniques.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination.
• Computers and software programs (e.g., Microsoft software packages) to conduct, compile, and/or generate documentation.

Ability to:

• Maintain confidentiality and be discreet in handling and processing confidential information and data.
• Interpret, apply, explain and ensure compliance with applicable Federal, State, and local laws, rules, regulations, policies, and procedures, as well as complex administrative and departmental policies and procedures.
• Perform responsible administrative support work with accuracy, speed, and general direction.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Compose correspondence and reports independently or from brief instructions.
• Research, analyze, and summarize data and prepare accurate and logical written reports.
• Make accurate arithmetic, financial, and statistical computations.
• Establish and maintain a variety of filing, record-keeping, and tracking systems.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Effectively represent the department and the City in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals.
• Learn and understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: Equivalent to an associate degree in business, public administration, social or behavioral sciences or a related field and four (4) years of increasingly responsible administrative or analytical work or advanced level administrative support for senior level management staff, including one (1) year lead experience. Licenses and Certifications:

• Possession of, or the ability to obtain, a valid Class C California driver's license upon appointment.
• Possession of, or the ability to obtain, a California Notary Public Commission from the State of California within 12 months of employment.
• May be required to complete National Incident Management System (NIMS) Training.

Additional Information PHYSICAL DEMANDS Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, and to operate a motor vehicle to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Standing in and walking between work areas is frequently required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification frequently bend, stoop, kneel, and reach to perform assigned duties, as well as 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 25 pounds with the use of proper equipment. ENVIRONMENTAL CONDITIONSEmployees 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. WORKING CONDITIONS N/A DISASTER SERVICE WORKER All City of Tracy employees are, by State and Federal law, Disaster Service Workers. The roles and responsibilities for Disaster Service Workers are authorized by the California Emergency Services Act and are defined in the California Labor Code. In the event of a declaration of emergency, any employee of the City may be assigned to perform activities which promote the protection of public health and safety or the preservation of lives and property. Such assignments may require service at locations, times, and under conditions that are significantly different than the normal work assignments and may continue into the recovery phase of the emergency. If a Local Emergency is declared during the employee's shift, employees will be expected to remain at work to respond to the emergency needs of the community. If a Local Emergency is declared outside of the employee's shift, employees must make every effort to contact their direct supervisor or department head to obtain reporting instructions as Disaster Service Workers.The City of Tracy provides a generous benefit package to employees in the Confidential Employees Unit. A summary of key benefits is listed below. More information can be found in the and in the between the City of Tracy and the Confidential Employees Unit.Health Benefits - Choice of Kaiser HMO, POS, PPO, and Sutter Health Plus HMO health insurance plans. City contribution fully covers premiums for Kaiser HMO or Sutter HMO with dental and vision and provides a generous contribution towards other plans including Kaiser POS and PPO.Dental and Vision Plans - Choice of Delta Dental or Bright Now! Dental plans available. VSP is available as the vision plan.Life Insurance - Individual coverage for amount of annual salary or up to $75,000 fully paid by the City. Supplemental life insurance may be purchased by the employee.Retirement Program - CalPERS (formula dependent on hire date and member status in CalPERS). Voluntary 457 Deferred Compensation programs available (MissionSquare & Corebridge). The City participates in Social Security. Up to 5% matching City contribution based upon employees' contribution.Paid Leave and Holidays - General vacation accrues at the rate of 96 hours per year the first year and progresses up to 192 hours per year at 16 years of service. Sick leave is accrued at a rate of 96 hours per year with unlimited accrual. There are 14 paid holidays per year (includes 2 floating holidays).Longevity Incentive - Employees will receive 1.0% of base hourly pay after 10 years, 2.5% of base hourly pay after 15 years, 4.5% of base hourly pay after 20 yearsDependent Care and Medical Spending Accounts - (IRS Section 125) Available to eligible employees on a voluntary basis.Additional Benefits - Employee Assistance Program, AFLAC, Employee Credit Union, Direct Deposit, Scholarshare529, and Tuition Reimbursement.01 What specific software and tools are you proficient in (e.g., Microsoft Office Suite, project management software, etc.)? 02 How do you prioritize tasks when you have multiple deadlines to meet? Can you provide an example of how you managed competing priorities in the past? 03 Describe a time when you had to handle confidential information. How did you ensure that it was properly safeguarded? 04 Can you describe your experience in coordinating and communicating with various stakeholders, such as senior executives, staff members, and external partners? 05 How do you handle difficult or stressful situations, especially when dealing with senior-level executives or officials? Required Question