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Employment Type:
Part time
Job Category:
Executive Assistant
(This job is no longer available)
Grad Date

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Job Description

EXECUTIVE ASSISTANT Salary Range: $56,913 - $79,678 (Salary range increase under consideration, effective July 1, 2018) FILING DATE May 3, 2018 by 5:00 p.m.

SCOPE OF WORK: Under administrative direction, provides executive and confidential support to the City Manager; relieves City Manager and City Council of administrative details; coordinates calendars, meetings, and special events; administers correspondence, records, and related communications; and performs related duties as assigned.

EXAMPLES OF DUTIES: Screens and directs incoming mail and email communications between the City Manager, City Council and other staff members; determines the priority level and routes incoming correspondence, reports, and requests or handles directly; receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and use of sound independent judgment; responds to requests for information and complaints, refers and coordinates matters with appropriate City staff; initiates or recommends corrective actions; organizes and maintains calendar for City Manager and City Council; schedules committee and staff meetings; organizes, maintains, and negotiates meeting room calendars for City Hall; makes arrangements for travel, conferences, workshops, special events, and expense reimbursements; composes, proofreads, and edits memoranda, correspondence, City Council transmittals, evaluations, and other documents and reports, often of a highly sensitive and confidential nature on behalf of the City Manager and City Council; creates purchase orders and prepares warrants and payment logs needed for various departments, may delegate some invoices to the Office Specialist; researches and assembles information from a variety of sources for the preparation of records and reports; reviews newspaper media and prepares copies of articles for distribution to appropriate parties; organizes, archives, and maintains departmental records and files; assists in developing and compiling the annual budget for the City Council and City Manager's Office; monitors budget expenditures; assists department heads with budget preparation and planning; oversees inventory and ordering of office and kitchen supplies; assists with maintenance of office equipment; backs up City Clerk in absence; receives subpoenas, makes changes to agenda and staff reports; performs document production, scanning, and storage; performs other duties as assigned.

MINIMUM QUALIFICATIONS: Knowledge of: Office administrative and management practices and procedures; principles and practices of sound business communication; correct English usage, including spelling, grammar, diction, and punctuation; organization of City government and roles and responsibilities of City Manager and City Council; City ordinances, rules, policies, and procedures; financial record keeping and management practices; research methods and techniques; basic budget administration methodology; principles and practices of record keeping. Ability to: Operate a computer and standard office equipment; use of word processing, scheduling, spreadsheet, financial, and document imaging software; type from rough draft, verbal instructions and transcription machine; make mathematical calculations; organize work and set priorities; analyze situations and exercise sound independent judgment and personal initiative; interpret, apply, and explain laws, regulations, and policies; organize and maintain complex office records and files; compose, proofread and edit correspondence; prepare documents, and coordinate events, and City calendar; conduct research; communiªcate clearly and effectively, orally and in writing; prepare clear, accurate and concise records and reports; maintain confidentiality of information; work independently and demonstrate initiative; use a high degree of tact, discretion and diplomacy in dealing with sensitive situations and concerned and/or upset groups and individuals; establish and maintain highly effective working relationships with City officials, other governmental agencies, business representatives, community organizations, interest groups, City staff, the general public, and others encountered in the course of work.

EDUCATION AND EXPERIENCE: A combination of experience and training that would likely provide the required knowledge and abilities may include: Education - Graduation from high school or GED equivalent, supplemented by college level coursework or specialized secretarial training and certification. Experience - Five years of increasingly responsible office administrative and secretarial experience; or an equivalent combination of training and experience. LICENSE REQUIRED: A valid Class C California driver's license and the ability to maintain insurability.

BENEFITS FOR EMPLOYEES: The City of Aliso Viejo provides an array of benefits to employees in addition to maintaining competitive salaries. The following is a partial list of benefits: Work Schedule. The City operates on a 9/80 work schedule, with every other Friday off. Salary is based upon experience and knowledge of job responsibilities. The City uses a Pay-For-Performance Compensation System. Retirement Benefits. The City participates in the California Public Employees' Retirement System (CalPERS). "Classic Members" participate in the 2% @ 55 retirement benefit and the City pays the full retirement contribution. "New Members" will participate in the 2% @ 62 retirement benefit and the employee pays a portion of the retirement contribution. Annual Leave. Employees earn 176 hours of annual leave per year, after completion of Orientation Period. Additional hours of annual leave and maximum accrual amounts increase based upon number of years of service. The City also allows an annual cash payout of accrued leave in the amount 40 hours for 1-5 years of service and 80 hours for 6+ years of service. Holidays. The City observes 10 paid holidays and provides one paid floating holiday annually. Cafeteria Benefits Plan. The City pays $1,944.59 per month, which can be applied towards medical, dental or vision insurance, or other benefits offered on a pre-tax basis through the City's Section 125 Cafeteria Plan. Medical, dental and vision insurance plans are available to part-time employees on a pro-rata basis. A variety of medical insurance plans through the CalPERS Health Benefits program are available. Other Benefits. In addition, the City provides life and long-term disability insurance. An optional Deferred Compensation program and Flexible Spending Accounts are also available to employees. Note: The provisions of this bulletin do not constitute an express or implied contract. Any provision contained in this bulletin may be modified or revoked without notice. The types and levels of employee benefits provided, including City contributions toward benefit costs, are subject to change.

The City of Aliso Viejo is an Equal Opportunity Employer. Minorities are encouraged to apply. 

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