Executive Assistant

Salary : $66,388.16 - $84,982.66 Annually

Location : City of Brea-Civic Center

Job Type : Full-Time

Job Number : 2025-00009

Department : Community Development

Opening Date : 02 / 05 / 2025

Closing Date : 2 / 26 / 2025 5 : 00 PM Pacific

Description

There is currently one (1) vacancy within the Community Development Department.

The eligibility list established from this recruitment may be utilized to fill future Executive Assistant vacancies.

To perform a variety of responsible secretarial and administrative duties for a department director; may supervise subordinate clerical personnel in a department.

DISTINGUISHING CHARACTERISTICS

Executive Assistant

This class is distinguished from the Administrative Assistant class by the complex, responsible, and sensitive duties related to its functioning as the personal assistant to a department director. The Executive Assistant is the highest-level clerical position in a department and may have supervisory responsibilities over other clerical personnel.

SUPERVISION RECEIVED AND EXERCISED

Executive Assistant

General supervision is provided by a department director.

Responsibilities may include direct supervision of subordinate clerical positions.

Examples of Duties

Essential job functions include, but are not limited to, the following : (These functions may not be present in all positions in this classification. When a position is to be filled, the essential functions will be noted in the announcement of position availability. Management reserves the right to add, modify, change or rescind work assignments as needed.)

Perform a variety of secretarial tasks including accurate typing, proofreading, spelling, grammar, filing, editing, and operation of word processing and other automated systems.

Compose routine correspondence not requiring the department director's personal attention.

Participate and assist in the administration of the department; prepare comprehensive reports, compile annual budget requests, and recommend expenditure requests for designated accounts.

Relieve the department director of routine personnel, budget, payroll and purchasing duties.

Research, compile, and analyze data for special projects and various reports.

Initiate and maintain a variety of files and records for information such as payroll, attendance, budget, production and cost records; maintain manuals and update resource materials.

Make appointments and arrange travel, conferences and meetings.

May serve as Secretary to a board or commission, preparing the agenda, assembling background materials, and taking minutes of the meetings.

May supervise, train and evaluate subordinates.

Perform related duties as assigned.

Click for additional information on the Executive Assistant job description.

Typical Qualifications

Experience and Education

To qualify for this classification, an individual must possess any combination of experience and education that would likely produce the required knowledge and abilities, and enable the individual to successfully perform the essential functions of the position. A typical combination is :

Experience

Five years of increasingly responsible clerical experience including one year experience comparable to that of an Administrative Assistant in the City of Brea.

One year of supervisory experience is desirable.

Education

Equivalent to the completion of the twelfth grade including or supplemented by specialized clerical courses.

Licenses and Certificates

Designation as a California Notary Public or ability to obtain a notary license within a maximum of six months from the appointment date.

Possession of a valid driver's license issued from the California Department of Motor Vehicles may be required.

Supplemental Information

TO BE CONSIDERED

If you are interested in this outstanding opportunity, please visit to submit a City of Brea electronic employment application.

Electronic applications will be accepted until 5 : 00 p.m. on Wednesday, February 26, 2025. Applicants are encouraged to apply early. Resumes cannot be accepted in lieu of a City of Brea employment application. The City of Brea cannot accept responsibility for notifying candidates of incomplete applications. It is the candidate's responsibility to make sure the application is properly submitted.

THE SELECTION PROCESS

Shall consist of three phases : (If you should need assistance in completing the employment application or in participating in the selection process, please notify Human Resources prior to the filing deadline or as soon as possible).

Phase One - Application Review : The first phase of the selection process shall be a detailed review and appraisal of each candidate's application. Those candidates determined to be most qualified on the basis of education and experience, as submitted, may be invited to participate in the next phase of the selection process. No weight shall be assigned to this phase of the selection process.

Phase Two - Written Exam : Those candidates determined to be most qualified on the basis of education and experience, as submitted, may be invited to participate in the next phase of the recruitment process. Candidates who receive a minimum score of 70% on this phase may be invited to the next phase of the recruitment.

Phase Three - Oral Appraisal Interview : Candidates who receive a minimum score of 70% on this phase shall have their name placed on the Eligibility List for Executive Assistant. Eligibility Lists are generally valid for one year. Once the list is established, the Community Development Department may conduct follow-up assessments.

Prospective candidates must successfully complete a thorough background review. Upon a contingent offer of employment, prospective candidates must successfully complete a medical examination and provide proof of legal work status. All new employees will be fingerprinted as a part of the employment process and a criminal history check will be conducted with the Department of Justice and Federal Bureau of Investigation.

In accordance with Government Code Section 3100, City employees, in the event of a disaster are considered disaster service workers and may be asked to respond accordingly.

THE CITY OF BREA RECRUITS, PROMOTES, AND HIRES WITHOUT REGARD TO RACE, COLOR, RELIGION, PHYSICAL DISABILITY OR CONDITION, GENETIC INFORMATION, SEX, SEXUAL ORIENTATION, AGE OR NATIONAL ORIGIN, EXCEPT IN THOSE SPECIFIC INSTANCES WHEREBY A BONA FIDE OCCUPATIONAL QUALIFICATION DEMANDS OTHERWISE. THE CITY OF BREA HIRES ONLY UNITED STATES CITIZENS OR LAWFULLY AUTHORIZED ALIENS.

The provisions of this bulletin do not constitute a contract, expressed or implied, and any provisions contained in this bulletin may be modified or revoked without notice.

The City of Brea offers a comprehensive benefit package for eligible employees and their dependents for Administrative and Professional Employees' Association (APEA) members, including :

SALARY RANGE : Composed of eleven (11) steps. Merit step increases are based on satisfactory performance.

RETIREMENT : Membership in CalPERS. Classic CalPERS members will be enrolled in the 2% @ 55 retirement formula and pay the employee's 7% share. New CalPERS members, or returning CalPERS members with a break in service greater than six months, will be enrolled in the 2% @ 62 retirement formula and will be required to pay 50% of the normal CalPERS cost (currently 6.25%). The City does not participate in Social Security; however, employees pay the cost to participate in Medicare.

HEALTH INSURANCE : The City provides up to $1,550 per month towards health insurance for employee and dependents through the CalPERS Health Benefit program. Alternatively, there is a $325 medical opt out payment for employees who are insured outside the City's insurance coverage.

GROUP INSURANCE PROGRAMS : Available to eligible City employees and qualified dependents. These programs include dental, vision, supplemental life and accidental death and dismemberment insurances.

FLEXIBLE SPENDING ACCOUNTS : Available where employees use pre-tax salary to pay for regular child care, adult dependent care and / or medical expenses.

RETIRMENT SAVINGS ACCOUNT : The City offers a voluntary 457 (b) Deferred Compensation Plan for an additional tax-deferred savings option.

WELLNESS REIMBURSEMENT : Up to $500 per fiscal year to be paid out second pay in July for employees who are on payroll on July 1

BILINGUAL PAY : $100 per month for eligible languages in addition to English.

TUITION / CERTIFICATE REIMBURSEMENT : Employees are eligible for tuition reimbursement / certificate reimbursement based on their bargaining group.

HOLIDAYS : Twelve (12) designated holidays provided per year.

GENERAL LEAVE : Employees shall earn and accrue vacation and sick leave time based on their bargaining group.

For a more detailed overview of the benefits, review the Memorandum of Understanding at : Click on the links under "Supervisory Unit" or "Administrative and Professional Employees' Association".

Did you retire from an agency under the California Public Employees' Retirement System (CalPERS)?

Do you acknowledge that you will need to obtain a notary license within a maximum of six months from the appointment date?

• N / A - I currently possess a California Public Notary Designation

How many years of work experience do you possess in secretarial or administrative support work, including but not limited to, managing an executive's calendar, preparing reports and correspondence, and monitoring a program budget?

Please select the area(s) in which you have experience : (check all that apply)

Please select your level of experience supporting boards, commissions, committees, and / or councils, including your experience in preparing of agenda packets, assembling background materials and taking minutes.

Please describe your professional experience performing administrative and secretarial duties. In your response, please include a description of the work you performed, number of years, and name of organization where you gained your experience. If you do not have relevant professional work experience, please type N / A.

Required Question

Salary : $66,388 - $84,983