Executive Administrative Assistant/City Manager's Office/Deputy City Clerk
Under administrative direction of both the City Manager and City Clerk, to perform responsible coordination, technical and advanced clerical support to the City Manager, City Clerk, Mayor, and City Council, including highly confidential duties, personnel records management and file maintenance; assume the duties of the City Clerk in that official’s absence, process and record official City documents, respond to questions and refer individuals to appropriate agency, provide public records as requested, and complete other duties as assigned.
This classification is assigned to the confidential group for labor relations purposes and is subject to overtime assignments.
SUPERVISION RECEIVED AND EXERCISED
General supervision is provided by both the City Manager and the City Clerk, depending on area of assignment. The job incumbent provides direct supervision to subordinate level technical and clerical staff within the City Manager’s and City Clerk’s offices.
ESSENTIAL FUNCTIONS ‑ Duties may include, but are not limited to, the following:
- Plan, organize, control and direct the operations and activities of the City Manager’s and City Clerk’s office; ensure smooth, timely and efficient office operations; relieve the City Manager and City Clerk of administrative duties; ensure Department activities comply with established policies and regulations.
- Coordinate incoming correspondence, visitors and telephone calls with the availability of the City Manager, City Clerk, Mayor, and City Council.
- Perform a wide variety of complex, responsible, administrative, and confidential technical and clerical duties for the City Manager, City Clerk, Mayor, and City Council.
- Attend City Council or other legislative/advisory body meetings in order to take and transcribe action minutes
- Assist in the development and administration of the budget for the City Manager, City Clerk, and City Council; review and evaluate budgetary and financial data; monitor and control revenues and expenditures in accordance with established limitations.
- Set up and maintain appointment schedules and calendar of activities; reschedule appointments or meetings as necessary to accommodate unexpected changes in priorities or work schedules.
- Assist the City Clerk in performing functions of the office including, but not limited to respond to inquiries from the public; provide support to the City Council; maintain vital records such as agendas, resolutions, ordinances, minutes, and agreements; process public records requests; maintain the Municipal Code; and claims processing.
- Compose written correspondence, complex reports, agendas, resolutions, ordinances, minutes, agreements, proclamations, and other types of communications..
- Assist with the review and compilation of agenda items for City Council meetings, prepare public notices, distribute agenda packets, and publish agenda information.
- Assist the City Clerk in the administration and conduct of municipal elections.
- Assist the City Clerk with the Fair Political Practices Commission (FPPC) local filing officer duties.
- Assume the duties of the City Clerk in that official’s absence.
- Schedule staff or committee meetings and make all necessary arrangements relating to time, date and place; notify participants of agenda items and provide background information as required; attend such meetings when requested.
- Coordinate activities to ensure timely submission of documents or information that may be required of several staff personnel to complete a major project.
- Review and submit bi-monthly payroll variances for department or assigned staff.
- Make travel arrangements; reserve facilities; prepare and ensure proper completion of reimbursement forms.
- Compose correspondence independently on a variety of matters; compile and type various letters, reports, statistical data, memos, bulletins, lists and other materials as directed; prepare, format, edit and proofread written materials.
- Receive and read incoming correspondence, reports, instructions and similar documents; identify those communications which require the personal attention of the supervisor and attach appropriate background material; flag priority items for the supervisor's review.
- Maintain familiarity with established procedures for clearing correspondence, developing or forwarding reports and obtaining services, supplies or temporary office help; and provide information regarding these and similar matters to the supervisor or to members of the staff, or take the action necessary to meet the day‑to‑day operating needs of the office.
- Process plans, specifications, forms, reports, legal documents and similar materials in accordance with legal and procedural requirements; ensure that information is complete and in accordance with legal and procedural requirements.
- Ensure that clerical processes conform to established policies and procedures.
- Provide, assists with or coordinates training to others, as needed.
- Supervise staff including provision of timely performance evaluations; recommend and implement approved discipline; provide staff development; and maintain high standards necessary for efficient, professional operations.
- Attend assigned meetings and training; interact with outside agencies and commissions; participates in teams, or committees, as needed.
- Provide information to the public and staff regarding City operations and established administrative policies and procedures; research inquiries from staff and the public and compile information for inclusion in various reports.
- Coordinate and distribute assigned work to subordinate personnel; establish standards and instruct assigned staff in work methods; check and correct work in progress and upon completion; perform the more difficult work of the clerical staff; establish standards of performance for each position supervised; and perform related work as required.
- Perform all other duties as assigned.
- Advanced word processing, spreadsheet, database, electronic mail, publishing, and other business related computer software applications.
- Municipal structure and organization in a Mayor-Council/City Manager form of government.
- Principles of effective time management.
- Safe work practices and related regulations.
- Principles of conflict resolution and excellent customer service.
- Provisions, principles and practices of municipal structure and organization.
- Correct English usage, spelling, grammar, and punctuation.
- Basic mathematics.
- Modern office procedures, methods, and computer equipment.
- Clerical research methods, including the compilation and verification of information and preparing follow-up summaries or reports.
- Business letter writing and report preparation.
- Legal requirements for various publications and hearings.
- Organization, procedures, and operating details of the City Clerk’s Office and City Government.
- State laws regarding the Public Records Act, Brown Act, Maddy Act, Political Reform Act, the Government Code and the Election Code.
- Budget principles and practices.
- Oversee contracts, read and interpret complex legal documents, administrative procedures and regulations
- Understand the organization and operation of the City and outside agencies as necessary to assume assigned responsibilities.
- Understand and comply with complex state and federal regulations, laws, codes, policies as related to assigned program area.
- Use a variety of standard business computer software applications.
- Understand, interpret and explain department policies and procedures; explain operations and problem solve office issues for the public and with staff.
- Facilitate and coordinate meetings or training.
- Plan, initiate, manage and complete complex and multiple simultaneous work assignments or projects with a minimum of direction.
- Assign, supervise, train, evaluate, and correct the work of subordinates.
- Perform complex secretarial, clerical and administrative detail work involving independent judgment requiring thorough knowledge of city and department functions and municipal policies.
- Take responsibility and use good judgment in the application of authority.
- Create clear and comprehensive reports, letters, and memoranda and keep complex records.
- Devise or adopt office procedures in response to changing organizational needs.
- Type accurately at a speed of sixty (60) words per minute, net corrected.
- Manage and administer budget principles.
- Operate a vehicle observing legal and defensive driving practices.
- Understand and carry out oral and written instructions.
- Communicate clearly and concisely, both orally and in writing.
- Establish and maintain effective working relationships with those contacted during the course of work.
EXPERIENCE AND EDUCATION
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:
Five years of increasingly responsible office support experience, including public contact, detailed report writing, analytical skills, and the full range of technical and advanced administrative duties.
Possession of an Associate’s Degree from a two-year accredited college, with course work in secretarial science, office management, general business, public administration, or related field.
Prior experience performing duties comparable to those of a Deputy City Clerk, including, but not limited to knowledge of State laws regarding the Public Records Act, Brown Act, Maddy Act, Political Reform Act, the Government Code, and the Elections Code.
LICENSE AND/OR CERTIFICATE
Possession of a valid California Driver’s License in the category necessary to perform essential duties of the position may be required at the time of appointment. Maintenance of a valid California Driver’s License and proof of automobile liability insurance is a condition of continued employment.
Possession of a typing certificate verifying a typing speed of 60 words per minute net corrected. Ability to be commissioned as a Notary Public in the State of California prior to completion of probation is required.
Performance of the important duties of this position include the following physical demands and/or working conditions: Requires the ability to exert a small amount of physical effort in sedentary to light work involving moving from one area to another; requires sufficient hand/eye coordination to perform semi-skilled repetitive movements, such as typing, filing, data entry and/or the use of commonly used office machines and supplies. Tasks require visual perception and discrimination as well as oral communications ability.