Executive Assistant to the City Manager

Definition

The City of Benicia is seeking an energetic and versatile Executive Assistant to the City Manager. This position will provide the opportunity for a highly-motivated employee to work on professional administrative and management assignments that support the City Manager.

The ideal candidate will be adaptable, resilient, and engaging, with a strong sense of integrity and ethics. They will excel in written communication and demonstrate keen attention to detail. The Executive Assistant to the City Manager will confidently manage the City Manager's schedule, oversee council assignments, and handle inquiries from the public.

Our City Manager's Office is currently comprised of the City Manager, who oversees day-to-day operations. The department also features a Deputy City Manager, Economic Development Manager, Deputy City Clerk, Management Analyst, and City Clerk. The City of Benicia offers a great working environment and generous benefits. If you're looking for a challenge and a rewarding place to work consider Benicia. We look forward to receiving your application!

Under the direction of the City Manager, this classification is responsible for managing and overseeing a wide variety of confidential, complex and responsible administrative duties for the City Manager. Incumbents are responsible for researching and compiling information for the City Manager's consideration, maintaining Council assignments, coordinating staff requests, and assembling and reviewing materials for the agenda. This classification also provides complex administrative support in the area of communications. Incumbents are responsible for planning, organizing and directing the City's civic engagement, media relations including developing and implementing internal and external communications, and government relations strategic plans.

Distinguishing Characteristics

This classification is at the highest general administrative level. Incumbents are responsible for managing and coordinating programs and projects and providing information to internal and external customers, as well as preparing reports. Incumbents perform work of a complex analytical nature and may supervise temporary clerical staff.

SUPERVISION RECEIVED AND EXERCISED

Employees in this classification report to the City Manager. May supervise temporary clerical personnel.

Representative Duties / Qualifications

Duties may include, but are not limited to, the following:

• Represents and supports the City Manager to the public via telephone and personal contact; interacts with executive level management from public and private organizations and entities, department heads, City staff, and the general public; responds to requests for information and assistance, directing or relaying information to the appropriate parties; provides information regarding City policies, procedures, rules, and regulations; resolves citizen concerns and complaints.
• Serves as City public information main contact in the event of non-police/public safety issue and directs communication content in newsletters, news releases, City website, and electronic communications; prepares speeches, scripts, responses and related materials for public information purposes to strengthen and promote the City's identity.
• Participates in the development, implementation, and administration of policies, procedures, and programs.
• Relieves executive and management staff of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
• Composes correspondence, reports, documents, memos and other material of an important and often confidential nature from dictation, notes, personal knowledge and research. Materials are often technical and require specialized formats.
• Prepares and maintains operations and procedures manuals to assist management in operating more efficiently and effectively.
• Types drafts and finished versions for a variety of materials from written or verbal instruction, including correspondence, reports and other materials that may be sensitive, complex or technical. Verifies and corrects grammatical composition of others' work. Determines most appropriate layouts, formats, arrangements and other details to prepare documents for final form.
• Assists with a variety of special projects and assignments, including, but not limited to planning, organizing, coordinating and directing a variety of activities, such as communication and public information programs to foster public understanding of City goals, policies, programs and services.
• Searches information from files, records and libraries to prepare summary reports; performs basic statistical calculations and tabulations.
• Coordinates the activities of the City Manager's Office, which includes planning, coordinating, administering, and evaluating programs, projects, processes, procedures, systems, and standards; ensures compliance with Federal, State, and local laws, regulations, codes, and/or standards.
• Participates in strategic planning activities; monitors compliance and adherence to applicable organizational goals and priorities.
• Communicates and implements City Council and management policies and procedures.
• Schedules appointments for the City Manager. Arranges and coordinates meetings and schedules use of facilities as needed.
• Screens incoming calls, mail and visitors; evaluates the relative importance of each and independently resolves routine matters while referring others to the appropriate persons.
• Compiles information for administrative matters, particularly when the information required by superiors is complex, confidential or of a sensitive nature.
• Conducts routine checks of supplies and equipment, and maintains records of usage of same. Contacts distributors for price/quantity information. Orders supplies as needed.
• Determines work priorities and methods; initiates, organizes, maintains, and controls access to complex filing systems and records including highly sensitive files; conducts periodic retention and purging of files in compliance with applicable city-wide policies; may participate in the interview and selection of full-time clerical employees.
• Prepares specialized schedules as well as fiscal, administrative and operational reports.
• Monitors budget expenditures and purchasing activities, and maintaining department fiscal records. Prepares and processes purchase orders and invoices, requisitions, expense claims, monthly departmental credit card account, and contract management.
• May attend non-routine, confidential or important meetings and hearings to take minutes, record official action and significant elements of discussion, create task lists, and transcribe notes into finished documents.
• Assists in making arrangements for special events for employees and the community.
• Assists in the role of liaison with the City Council, applicable Commissions and Boards, staff members, and the community. Prepares the City Council agenda for the City Manager's approval and notice public hearings.
• Participates in/on a variety of meetings, task forces, and/or other related groups in order to receive and convey information, as well as to complete tasks towards the City's goals and priorities.
• Performs related duties of a similar nature or level all within the context of the City's Mission of providing responsive, cost effective, and innovative local government services through a collaborative effort with the community.

QUALIFICATIONS

Knowledge of:

Supervisory principles; public relations principles; data collection and analysis techniques; community outreach and image/issue management; marketing and public relations principles and practices; principles and practices of multi-media presentation methods using a variety of technology; consensus building techniques; project management principles; research and reporting methods; applicable Federal, State, and Local laws, rules, regulations, codes, and/or statutes; mathematical principles; modern office procedures, methods, and equipment; structure and proper use of the English language, grammar, and punctuation.

Ability to:

Prioritize work tasks; monitor and evaluate the work of subordinate staff; review work methods and/or procedures and make recommendations for improvement; use a computer and related software applications; resolve conflict; compile and analyze data and information; interpret and apply policies, procedures, and guidelines; collect, organize, and present complex technical data; design and prepare reports and forms; organize and implement public information activities; develop, write and produce effective communication materials using a variety of media; provide customer service; maintain confidentiality; proofread and edit documents; utilize modern office equipment; perform mathematical calculations; handle multiple tasks simultaneously; type complex correspondence, memos, vouchers, and/or other related information; maintain complex, sensitive, and confidential documents, records, and files; define problems and collect data; work independently; conduct specialized research; assemble and organize data and information; and communicate, using interpersonal skills as applied to interaction with coworkers, supervisor, the general public, and others.

EDUCATION AND EXPERIENCE

Any combination of education and experience that would provide the required knowledge and abilities is qualifying.

A typical way to obtain the knowledge and abilities would be:

Education: Bachelor's Degree in Business or Public Administration, Business Management, or a related field.

Experience: Five years of journey level experience in communications, preferably in a municipal environment, or related to the area of assignment; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

WORKING CONDITIONS

Work is generally performed in an office setting with frequent interruptions, multiple deadlines, complaints, and peak workload periods. Position may require working with the public and attendance at night and/or weekend meetings.

PHYSICAL DEMANDS

Work may include prolonged stationary work, as well as light to moderate lifting, reaching, stooping, pulling, pushing, and manual dexterity; the need to transport files, paper and documents weighing up to 25 pounds; frequent operation of computer and other office machinery; frequent communication with employees and public.

ESSENTIAL AND NON-ESSENTIAL DUTIES

The representative duties listed in this job description include essential and non-essential functions. Individuals with disabilities will be considered for placement into positions in this class based upon an assessment of the essential functions of the particular position. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth to address business needs and changing business practices.

Supplemental Information

APPLICATION PROCESS:

Individuals wishing to file a paper application in lieu of the on-line application process should contact the City of Benicia Human Resources Department.

Applicants are expected to accurately document their related experience and any training, education, and/or skills relevant to this position. Applicants should respond to all supplemental questions, even if the information is also contained in the application.

HOW APPLICANTS ARE NOTIFIED OF THEIR STATUS:

Application status notifications are distributed via email through the Neogov (governmentjobs.com) email system, so please check your email/junk mail/spam folders for status notification updates.

SELECTION PROCESS:

Application materials will be carefully evaluated; applicants who document possession of experience and education which most closely meet the requirements of the position will be invited to participate in the next phase of the selection process, which may include an assessment center and interview process.

Meeting the minimum qualifications does not guarantee an invitation to future steps in the process.

Prior to appointment, candidates must pass a thorough background investigation and a pre-placement medical screening, including a drug screen.

If, due to a disability, you need accommodations at any point during the application or testing process, please contact the Human Resources Department at (707) 746-4766.

The position of Executive Assistant to the City Manager is a part of the Benicia Supervisors & Professionals Association (BSPA).

Benefits for BSPA (formerly known as Local 1) Employees