Senior Executive Assistant (Transfer)

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. Plans, assigns, schedules, supervises and evaluates the work of assigned staff; with staff, develops, implements and monitors work plans to achieve assigned unit objectives; provides input to the annual budget; makes purchases and other expenditures in accordance with City procedures and monitors performance against the annual budget; participates in developing, implementing and evaluating plans, processes and procedures to achieve established goals and objectives in accordance with department standards; prepares and maintains a variety of records and reports. Interviews and participates in selecting new unit staff; supervises and evaluates staff performance; establishes performance requirements and personal development targets; regularly monitors performance and provides training, coaching and mentoring for performance improvement; recommends performance recognition when warranted; with management concurrence, implements the progressive discipline process to address performance deficiencies, in accordance with City human resources policies and labor contract agreements. Provides day-to-day leadership and works with staff to ensure a high performance, customer service-oriented work environment that supports achieving City and departmental mission, objectives and service standards; applies best practices and quality assurance processes to assigned areas of responsibility; enforces the maintenance of safe working conditions and ensures safe work practices are followed by staff; provides leadership to ensure a fair and open work environment in accordance with the City's commitment to equal employment opportunity. Supervises, oversees and participates in providing administrative support to the director of a large City department or to the City Manager or Assistant City Manager; composes, prepares and/or assigns memoranda, correspondence, agenda items, reports, agreements, contracts, presentations, spreadsheets, forms and other documents often of a highly sensitive and confidential nature; proofreads and reviews the work product of typed and other materials for accuracy, completeness and compliance with City standards, policies and procedures; ensures materials, reports and documents for signature are accurate and complete; formats, proofreads and routes for signature agenda reports; responds independently to correspondence and email inquiries regarding a variety of City matters; relieves the director and other executive staff of a variety of administrative details. Acts as liaison in coordinating matters between the department director and the City Manager's office, department division heads and staff, other managers, representatives of outside agencies, appointed and elected officials and the media; provides requested information and direction and speaks for the department director, based on an understanding of the director's viewpoint and preferences; prioritizes, assigns and tracks projects and the department Strategic Plan; follows up on various assignments to ensure that needed action is taken; performs difficult public relations duties over the phone and in person; represents the department director at community events and in staff meetings. Oversees and participates in the development and implementation of office and other administrative processes and procedures; creates, develops, maintains and updates specialized and custom forms, databases, logs, files, records and reports to support technical work processes in areas of responsibility; designs, develops and maintains spreadsheets requiring data interpretation and manipulation. Organizes, maintains and updates confidential, specialized and technical files, documents and records including departmental personnel records, workers compensation materials and departmental regulatory and program reports; monitors and tracks employee evaluations; creates, maintains and updates filing and tracking systems. Maintains calendars for the director, department and/or specific programs; coordinates, schedules, arranges and confirms meetings, appointments, conferences, hearings and community/intergovernmental events; screens requests for appointments; prepares agendas and recruits speakers for meetings and events; prepares travel requests and makes travel arrangements. Prepares and processes requisitions, purchase orders, travel requests and check requests; verifies the accuracy of expense reports and purchase card activity for all managers; creates spreadsheets and manages databases to track purchases made by purchase order; ensures invoices are compliant with contracts; validates information with vendors; generates budget reports, monitors budget and performs basic analysis on changes and trends; maintains petty cash fund. Performs a variety of office management duties including interacting with building maintenance and maintaining an inventory of office supplies; sources and orders supplies from vendors as needed; maintains supplies of stationary and forms and coordinates orders with the Print Shop. Monitors Public Records Act requests for department to ensure requests are assigned and responded to appropriately and in a timely manner; provides documentation in response to Public Records Act requests; coordinates and confers with department management and the City Attorney's office regarding accuracy of documents and release of information within established policy and procedures. Attends and serves as the recording secretary for assigned commissions and boards; makes all meeting arrangements including preparation and posting of agendas and notices; prepares and distributes agendas and supporting documents to appropriate parties; takes and transcribes meeting minutes; prepares and distributes decision letters. Regular attendance is an essential function of this classification.

Plans, assigns, schedules, supervises and evaluates the work of assigned staff; with staff, develops, implements and monitors work plans to achieve assigned unit objectives; provides input to the annual budget; makes purchases and other expenditures in accordance with City procedures and monitors performance against the annual budget; participates in developing, implementing and evaluating plans, processes and procedures to achieve established goals and objectives in accordance with department standards; prepares and maintains a variety of records and reports.

Interviews and participates in selecting new unit staff; supervises and evaluates staff performance; establishes performance requirements and personal development targets; regularly monitors performance and provides training, coaching and mentoring for performance improvement; recommends performance recognition when warranted; with management concurrence, implements the progressive discipline process to address performance deficiencies, in accordance with City human resources policies and labor contract agreements.

Provides day-to-day leadership and works with staff to ensure a high performance, customer service-oriented work environment that supports achieving City and departmental mission, objectives and service standards; applies best practices and quality assurance processes to assigned areas of responsibility; enforces the maintenance of safe working conditions and ensures safe work practices are followed by staff; provides leadership to ensure a fair and open work environment in accordance with the City's commitment to equal employment opportunity.

Supervises, oversees and participates in providing administrative support to the director of a large City department or to the City Manager or Assistant City Manager; composes, prepares and/or assigns memoranda, correspondence, agenda items, reports, agreements, contracts, presentations, spreadsheets, forms and other documents often of a highly sensitive and confidential nature; proofreads and reviews the work product of typed and other materials for accuracy, completeness and compliance with City standards, policies and procedures; ensures materials, reports and documents for signature are accurate and complete; formats, proofreads and routes for signature agenda reports; responds independently to correspondence and email inquiries regarding a variety of City matters; relieves the director and other executive staff of a variety of administrative details.

Acts as liaison in coordinating matters between the department director and the City Manager's office, department division heads and staff, other managers, representatives of outside agencies, appointed and elected officials and the media; provides requested information and direction and speaks for the department director, based on an understanding of the director's viewpoint and preferences; prioritizes, assigns and tracks projects and the department Strategic Plan; follows up on various assignments to ensure that needed action is taken; performs difficult public relations duties over the phone and in person; represents the department director at community events and in staff meetings.

Oversees and participates in the development and implementation of office and other administrative processes and procedures; creates, develops, maintains and updates specialized and custom forms, databases, logs, files, records and reports to support technical work processes in areas of responsibility; designs, develops and maintains spreadsheets requiring data interpretation and manipulation.

Organizes, maintains and updates confidential, specialized and technical files, documents and records including departmental personnel records, workers compensation materials and departmental regulatory and program reports; monitors and tracks employee evaluations; creates, maintains and updates filing and tracking systems.

Maintains calendars for the director, department and/or specific programs; coordinates, schedules, arranges and confirms meetings, appointments, conferences, hearings and community/intergovernmental events; screens requests for appointments; prepares agendas and recruits speakers for meetings and events; prepares travel requests and makes travel arrangements.

Prepares and processes requisitions, purchase orders, travel requests and check requests; verifies the accuracy of expense reports and purchase card activity for all managers; creates spreadsheets and manages databases to track purchases made by purchase order; ensures invoices are compliant with contracts; validates information with vendors; generates budget reports, monitors budget and performs basic analysis on changes and trends; maintains petty cash fund.

Performs a variety of office management duties including interacting with building maintenance and maintaining an inventory of office supplies; sources and orders supplies from vendors as needed; maintains supplies of stationary and forms and coordinates orders with the Print Shop.

Monitors Public Records Act requests for department to ensure requests are assigned and responded to appropriately and in a timely manner; provides documentation in response to Public Records Act requests; coordinates and confers with department management and the City Attorney's office regarding accuracy of documents and release of information within established policy and procedures.

Attends and serves as the recording secretary for assigned commissions and boards; makes all meeting arrangements including preparation and posting of agendas and notices; prepares and distributes agendas and supporting documents to appropriate parties; takes and transcribes meeting minutes; prepares and distributes decision letters.

Regular attendance is an essential function of this classification.

City Attorney/City Prosecutor

City Clerk

City Manager

Finance

Fire

Housing

Human Resources

Information Technology

Libraries & Information Services

Parks, Recreation & Community Services (PRCS)

Planning & Community Development

Police

Public Health

Public Works

Rent Stabilization

Transportation

Water & Power

Required Question