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Company Name : City of Tustin, CA
Location : Tustin, CA 92780
Position : Executive Assistant
Job Description : Description
The City of Tustin Police Department is seeking applicants for Executive Assistant. To be considered, a typing certification (50 nwpm) must be submitted along with application materials. For typing certification requirements, CLICK HERE.
Under general supervision, performs a broad range of highly responsible, confidential, and complex secretarial and administrative duties in support of a Department Head.
DISTINGUISHING CHARACTERISTICS
An Executive Assistant performs a variety of specialized technical and administrative support duties for an assigned Department Head. An incumbent in this classification must have a thorough knowledge of departmental operations, policies, and procedures and demonstrate a high level of sensitivity, tact, discretion, and professionalism in representing the Department Head to other City staff and external agencies. The employee must be able to balance multiple demands, prioritize the needs of the Department Head, and maintain confidences. The Executive Assistant is distinguished from the Administrative Assistant, which performs a variety of general clerical duties of a more routine nature, exercises less independent judgment, and requires less specialized knowledge.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from a Department Head.
May provide technical and functional supervision to office support staff.
SELECTION PROCESS
Application materials will be carefully reviewed to identify those candidates who are determined by subject matter experts to be the best qualified for this particular vacancy. The selected applicants will be invited to participate in an online assessment of basic work skills. The top remaining candidates will be invited to a structured panel interview tentatively scheduled for the week of April 4, 2022. All candidates who pass the panel interview will earn placement on the eligible list, which may be used for current and future vacancies in the job classification.
Examples of Duties
Duties may include, but are not limited to, the following:Monitors and keeps the assigned Department Head informed of pending issues, project due dates, upcoming meetings, scheduled events, and sensitive matters affecting the departmentReceives, screens, and prioritizes communications and materials submitted for the Department Head’s review, approval, and signatureMaintains calendars, schedules meetings, and makes conference and travel arrangements for the Department HeadReceives and screens incoming telephone calls and visitors; responds to inquiries, resolves complaints, and provides information regarding departmental programs, policies, and procedures; refers callers and visitors to appropriate staff as appropriate for specific projects and concernsInitiates and prepares communications on behalf of the Department Head; types and proofreads a variety of reports, letters, memoranda, and forms from scratch, rough draft, or verbal instruction, including documents of a confidential or sensitive nature; reviews documents for completeness, accuracy, formatting, and compliance with policies and proceduresAttends a variety of City Council, commission, community group, and other meetings; assembles and prepares agenda packets; takes notes and transcribes minutes; disseminates information to interested partiesAssists with the preparation of contract documents for capital construction projects and consultant service agreements; proofreads documents and maintains files; monitors project budget and contract requirementsOrganizes, maintains, and updates a variety of departmental files, records, and databases on a variety of subjects, including confidential personnel records, training files, background investigation records, and disciplinary filesResearches, retrieves, and compiles information from files, databases, and external sources to prepare reports, presentations, and correspondence pertaining to departmental operations and activities; prepares files for archival stores and retrieves archived files as necessaryReceives and reviews mail and correspondence sent to department; responds to inquiries or routes to staff as appropriateCoordinates departmental budget preparation and administration; monitors expenses and revenues against the approved budget; prepares worksheets and summaries of budget dataMaintains and monitors database of invoices and expenditures; prepares check requests and invoices for payment; monitors departmental supply inventory and purchases supplies as necessaryEstablishes and implements departmental office practices, forms, and proceduresMay provide lead supervision to subordinate office support staff
Minimum Qualifications
A combination of education, experience, and training that has provided the necessary knowledge, skills, and abilities is required for entry into the classification. A typical combination includes:
Education and/or Experience:
Graduation from high school; and four (4) years of secretarial or administrative support experience.
Knowledge of:Objectives, programs, policies, and procedures of the assigned departmentPertinent federal, state, and local laws, codes, and regulations related to departmental operationsBasic principles and practices of budget administrationProper English usage, spelling, grammar and punctuationPrinciples and procedures of record keeping and reportingStandard business software, including word processing, spreadsheet, and database programs
Skill to:Operate various types of standard office equipment including a personal computer and related softwareOperate a motor vehicle in a safe manner
Ability to:Interpret, explain, and apply departmental policies and procedures and pertinent federal, state, and local laws, codes, and regulationsEstablish and maintain courteous, cooperative, and effective working relationships with staff, management, elected officials, commission members, public and private agency representatives, the general public, and others encountered in the course of workMaintain professionalism and composure at all times, including stressful situations and handle disputes and complaints in a calm, courteous, and tactful mannerPlan, organize, and prioritize projects and tasks in order to meet strict deadlinesPrepare and maintain accurate and precise written documents such as reports, records, forms, and correspondenceUnderstand and follow oral and written instructionsCommunicate clearly and concisely, orally and in writingAnalyze data and draw logical conclusionsPerform basic arithmetic computations with speed and accuracyType accurately at a speed of at least 50 net words per minuteEvaluate situations, identify problems, and exercise sound independent judgment within established guidelinesPerform assignments with a high degree of independenceDemonstrate tact and diplomacy and maintain confidentiality of information
Licenses and/or Certificates:
Possession of a valid California Class C driver’s license and an acceptable driving record. If assigned to the Police Department, a valid California Law Enforcement Teletype Systems (CLETS) certificate is required within three (3) months of employment.
Special Requirements:
Satisfactory results from a background investigation, physical examination and administrative screening. May be required to occasionally work outside of regular work hours (e.g. evenings, holidays, and weekends) to attend meetings and special events.
Working Conditions & Physical 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:
An employee in this class is regularly required to sit at a desk for prolonged periods of time and is occasionally required to stand and walk to and from the public counter and other departments and facilities. The employee is expected to talk or hear, in person and by telephone; use hands to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift and carry records, documents, and office supplies, typically weighing less than 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus to read and operate office equipment as necessary during the course of the work assignments.
Mental Demands:
While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data; use math and mathematical reasoning; analyze and solve problems; learn and apply new information; perform highly detailed work on multiple, concurrent tasks; meet intensive and changing deadlines and interact with City staff, officials, customers, vendors, contractors, and the public.
Work Environment:
The employee typically works in office conditions; the noise level is frequently quiet or moderately quiet, at or below 85 decibels level.
The City of Tustin is an Equal Opportunity Employer. In compliance with the Americans with
Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities.
The City of Tustin offers a comprehensive compensation and benefit program that includes:
FLEXIBLE BENEFIT PLAN
The City provides a specific dollar amount to each employee to use toward the purchase of individual or family health coverage, dental plans, vision coverage, additional life insurance, deferred compensation, and other optional benefits. Currently, the flexible benefit amount for Employee + 2 is $1725.The City contracts through CalPERS medical program (PEMHCA) which offers multiple PPO and HMO options for health insurance providers. Employees also have the choice of Delta Dental PPO or HMO plans.
RETIREMENT
Employees will be enrolled in a defined benefit (pension) plan with the California Public Employees Retirement System (CalPERS). CalPERS determines the retirement plan in which a new employee will be enrolled based on the individual’s membership status with CalPERS or a reciprocal retirement system on the individual’s first day of employment with the City.
Classic CalPERS members will be enrolled in the 2% @ 60 plan, with an employee contribution of 10% (pre-tax). New CalPERS members, as defined by the Public Employees’ Pension Reform Act of 2013 (“PEPRA”), will be enrolled in the 2% @ 62 plan, with an employee contribution of 6.25% (pre-tax). The City does not participate in Social Security, though participation Medicare is mandatory (1.45% employee contribution).DEFERRED COMPENSATION
Employees may defer earnings, on a pre-tax basis, into a 457 deferred compensation program. This is an optional program and the City contracts with Nationwide Retirement Services.
GENERAL LEAVE
General Leave may be used for vacation and/or illness. Annual accrual amounts increase from 160 to 248 with years of service.
HOLIDAYS
The City has 13 paid holidays per calendar year.
LIFE INSURANCE
Full-Time employees receive a $100,000 life insurance policy.
LONG-TERM DISABILITY
The Long-Term disability program provides 60% of the employees’ income when the employee becomes disabled because of an illness, injury or accident.
ALTERNATIVE WORK SCHEDULE
The 9/80 alternative work schedule is available for most full-time positions.
RETIREE HEALTH INSURANCE
Employees who retire from the City of Tustin with ten (10) years of full-time service and continue enrollment in the City’s health plan are eligible for reimbursement of $250 per month toward retiree health insurance costs. Employees first hired into a benefitted position with the City of Tustin prior to July 1, 2011 are eligible for this benefit after five (5) years of service.TUITION REIMBURSEMENT
After passing the probationary period, employees may request reimbursement up to a maximum of $4000 per calendar year for tuition and related expenses when attending a community college or four year university.
EMPLOYEE ASSISTANCE PROGRAM
Employees are enrolled in an Employee Assistance Program that provides a variety of legal and counseling services.
MEDICARE
All newly hired employees contribute a portion of gross salary for Medicare coverage. The employee contribution to Medicare is 1.45%.
SECTION 125 MEDICAL & DEPENDENT CARE PROGRAM
The section 125 program is optional for employees and provides a method to pay medical and dependent care expenses on a pre-tax basis.
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