Salary: $5,987.32 - $7,277.57 Monthly
Location : Chula Vista, CA
Job Type: Full-Time, At-Will
Job Number: 24018706M
Department: City Council
Division: Mayor
Opening Date: 06/18/2024
Closing Date: 7/3/2024 5:00 PM Pacific
Description and Essential Functions

The Executive Secretary is an unclassified, at-will position, that performs responsible and confidential administrative and secretarial duties for the Mayor and City Council provides administrative support to assigned projects or programs; and provides information and respond to questions from the public.
The current vacancy is in the Mayor and City Council Office.
Essential Functions
Functions may include, but are not limited to, the following: perform a wide variety of executive secretarial and administrative duties as required by daily operations in the Mayor and City Council Office; represent the City to the public, businesses, Council members and other agencies at the request of the Mayor and City Council; coordinate office activities and schedules; develop and recommend office procedures and systems; ensure smooth office operations; plan, coordinate, and implement Mayor and City Council special events and meetings; ensure quality representation of City activities and Council members; review and summarize miscellaneous reports and documents; prepare background documents as necessary; research and analyze routine administrative projects for the Mayor and City Council; prepare first draft reports on routine administrative matters; may supervise assigned staff; plan, prioritize, assign, and review the work of staff involved in providing administrative support; conduct employee evaluations; receive and distribute incoming mail; review and evaluate mail to identify those items requiring priority attention of the Mayor and City Council; provide follow up to assignments given management staff by the Mayor and City Council; provide status reports to the Mayor and City Council; receive telephone calls including complaints, and provide assistance to callers using judgment as to calls requiring priority attention; independently respond to letters and general correspondence of a routine nature; make travel arrangements for the Mayor and City Council; maintain appointment schedules and calendars; arrange meetings and conferences; provide secretarial/clerical support for assigned task forces, commissions, and boards; act as department front-line representative who provides information and assists the public; assist with social media for the Mayor and City Council Office; build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service; perform related duties as assigned.
Minimum Qualifications

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 secretarial experience including administrative support work for management personnel and training equivalent to the completion of the twelfth grade preferably supplemented by college course work in office management, general business or a related field.
Knowledge, Skills and Abilities / Physical Demands and Working Conditions

Knowledge, Skills and Abilities
Knowledge of: organization, procedures and operating details of a Mayor and City Council office; principles and practices of routine analytical research; principles and practices of office management; principles and practices of supervision and performance assessment; English usage, spelling, grammar, and punctuation; modern office methods, procedures, computer equipment, and computer software including Microsoft Office and Outlook; pertinent City functions, policies, rules and regulations; principles and methods of business letter and report writing; practices and procedures of utilizing current social media platforms Ability to: intermittently review documents related to department operations; observe, identify and problem solve office systems and procedures; understand, interpret and explain department and City policies and procedures; explain and problem solve office issues for the public and with staff; prioritize and coordinate tasks and events in a highly sensitive environment; independently perform a variety of sensitive secretarial and administrative tasks; research and prepare correspondence and reports; interpret and explain pertinent laws and rules; understand, organize, index and reference a wide variety of administrative information and records; analyze situations carefully, recommend solutions, adopt effective courses of action; employ good judgment and make sound decisions in accordance with established procedures and policies; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships with those contacted in the course of work; work with various cultural and ethnic groups in a tactful and effective manner.
Physical Demands and Working Conditions
On a continuous basis, sit at desk for long periods of time. Intermittently twist and reach office equipment; write or use keyboard to communicate through written means; occasionally run errands; may lift weight 10 pounds or less. Attend events outside the city.
Additional Information

Recruitment No. 24018706M
To be considered, applicants must submit a City application by 5:00 p.m. on the closing date listed. Candidates whose applications indicate education and experience most directly related to the position will be invited to participate in the selection process. All notices will be sent via email.
Confidential Employees' Benefit Summary: Click
01

The supplemental questionnaire is used to further evaluate your experience and education to determine your eligibility for this position. Please answer each question accurately and thoroughly. To be considered for this position, the experience you indicate in your responses to the supplemental questions must also be described, in detail, on the Work History/Experience section of your Employment Application. Failure to complete the "Work History/Experience" section of the employment application will result in your application not being considered. Please do not refer your response to your resume. A resume will not be considered in determining your qualifications.

• I have read and acknowledge the instructions stated above.

02

EDUCATION Which of the following best describes your highest level of education?

• Bachelor's degree or higher
• Associate's degree
• Some college, but no degree
• High school graduate or equivalent

03

EXPERIENCE Which of the following best describes your increasingly responsible secretarial experience including administrative support work for management personnel? Please note, we must be able to verify your selection against your work history provided on your application.

• Five or more years of experience
• At least three years but less than five years of experience
• At least one year, but less than three years of experience
• Less than one year of experience
• No experience

04

Please list ALL work from the Work Experience section of your application that supports the selection made above.Your response must include and FOLLOW the format below. Treat each change in position or employer separately. Provide the following for EACH change in position or employer.A. The name of employer;B. Your official job title;C. Position title(s) of individual(s) to whom you provided secretarial support duties;D. Length of experience (Number of years/months);E. Description of duties that support this experience.If you answered "No Experience" to the previous question, please indicate "N/A" below.
05

APPLICANT'S ACKNOWLEDGMENT - NOTIFICATION VIA ELECTRONIC MAIL (E-MAIL) The City of Chula Vista's Human Resources Department uses electronic mail (e-mail) to notify applicants of important information relating to the status and processing of your application. We do so as part of our ongoing efforts to increase operational efficiency, promote the conservation of green resources, and minimize delays and costs. Therefore, as an applicant, you are hereby advised of the following:1. Ensure that the email address and contact information you provide is current, secure, and readily accessible to you. Do not share email addresses. Spam or other filters should be adjusted to accept our emails. We will not be responsible in any way if you do not receive our emails, i.e., for the non-delivery of email or if you fail to check your email-box on a timely basis, etc.2. Read any notices we send carefully and in a timely manner. Follow further instructions, if any. We recommend that you print and keep a hard copy of our notices for your records.

• I acknowledge that I have read, understand, and agree to the above.

Required Question