What are the responsibilities and job description for the Executive Assistant -Finance position at City of Murrieta?
JOB
Connected by Amazing EmployeesThe City of Murrieta is accepting applications for the position of Executive Assistant to fill one (1) current vacancy in our Finance Department. The eligibility list established may be used to fill upcoming vacancies within this classification for up to one (1) year.DEFINITIONUnder direction, performs a variety of complex office administrative, secretarial, and clerical duties in support of an assigned Department Director and related management, professional, and supervisory staff, including planning, organizing, and overseeing the operations and functions of the assigned office; coordinates assigned programs, projects, and services with other City departments, divisions, and outside agencies; interacts frequently with the public and provides information or directs questions and requests to the appropriate staff; and performs related work as required.SUPERVISION RECEIVED AND EXERCISEDReceives direction from an assigned Department Director. May provide technical and functional direction and training to lower level staff.CLASS CHARACTERISTICSThis is the highest-level general class in the administrative office support series responsible for performing a wide variety of complex office administrative, secretarial, and clerical duties for an assigned Department Director and related management, professional, and supervisory staff. Incumbents regularly work on tasks which are varied and complex, requiring considerable discretion and independent judgment. Positions in the classification rely on experience and judgment to perform specialized, confidential, and technical office support duties to an assigned department as well as performing various research and budgetary support functions. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines and methods to complete assignments. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements.This class is distinguished from the Senior Executive Assistant in that the latter is a single-position specialized class that provides complex administrative support to the City Manager's office, including the City Manager, Mayor, and City Council.ESSENTIAL FUNCTIONSRelieves Department Director of a variety of administrative details by assisting with duties of an advanced, complex, and sensitive nature; plans, organizes, and carries out administrative assignments and special projects related to assigned department, including assisting with budget preparation, planning, and implementation; recommends organizational or procedural changes affecting support activities; recommends improvements in work flow, procedures, and use of equipment and formsCollects and compiles material for review and analysis; provides recommendations for changes in programs, policies, or procedures to improve efficiency and cost effectiveness of operationsCoordinates and participates in the preparation of department budget; monitors budget expenditures and revenues; initiates department purchases for office supplies and other items as assigned; authorizes payment of invoicesPerforms other financial and accounting related duties, including receiving payments and reconciling them with purchasing orders, tracking vendor and invoice information, assisting with bid requests, price quotes, purchase and expenditure requests, and purchase ordersOrganizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materialsComposes, types, and edits a variety of documents including detailed and often confidential correspondence, forms, memos, reports, statistical reports, invitations, graphic materials, and specialized documents for the Department Director and other management and department staff from rough draft, dictation equipment, handwritten copy, verbal instructions, or from other material; proofreads materials for accuracy, completeness, compliance with departmental policies, format, and English usage, including grammar, punctuation, and spelling; inputs and retrieves data and text using a computerVerifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and filesDesigns and implements file, index, tracking, and record keeping systemsMay maintain department personnel files, including processing personnel action forms and sensitive/confidential personnel issues, preparing supervisor generated performance evaluation forms, processing accident/incident/workers' compensation claim forms, filing pertinent documents, maintaining files in a secure location, and providing information to supervisors and managersMay serve as secretary to a board, commission, or special task force; provides a variety of support to City boards, committees, and task forces, including coordinating and scheduling meetings, appointments, and speaking engagements; reserving meeting rooms; maintaining reports; compiling and distributing agenda packets; attending meetings; formatting and distributing minutes; and following-up on decisions as requiredPrepares and processes reports, forms, and records, such as City Council agenda items, claims filed against the City, payroll, requests for payments, requests for proposals, bid packages, contracts and agreements, and reimbursement requestsCoordinates and integrates department services and activities with other agencies and City departmentsCoordinates travel arrangements and accommodations for department personnel and submits all related paperworkMaintains calendars and makes meeting arrangements; schedules meetings between City staff or between City staff and other groups or organizations; arranges for necessary set-up and materials to be available at meetingsReceives and screens visitors, telephone calls, emails, and regular mail; provides information to the public to ensure an understanding of departmental and City policies and procedures and handles issues that may require sensitivity and use of sound independent judgment; listens to questions and explains procedures according to existing guidelines; refers matters to appropriate City staff and/or takes or recommends action to resolve the request or complaints/follow up to ensure issue has been appropriately handledMay provide technical and functional direction and training to assigned subordinates to ensure office work flow is maintained and office goals are met; assigns work according to changes in workload priorities; evaluates office and administrative functions to recommend changes in office proceduresCompletes special projects as assignedObserves and complies with City and mandated safety rules, regulations, and protocolsPerforms other duties as assigned
EXAMPLE OF DUTIES
EDUCATION AND EXPERIENCEAny combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: High School Diploma or equivalent (GED), supplemented by college-level coursework and/or specialized coursesFive (5) years of responsible secretarial experience or two (2) years of experience equivalent to an Administrative Assistant with the City of MurrietaLICENSES AND CERTIFICATIONSPossession of a valid California Driver's License or other means that would allow travel to various City locations, meetings or trainings.
SUPPLEMENTAL INFORMATION
APPLICATION PROCEDUREA City application form and resume must be submitted online. Applicants can apply online at www.MurrietaCA.gov.SELECTION PROCESSCandidates must clearly demonstrate through their application materials that they meet the employment standards outlined above. All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process. Examinations for the position may consist of any combination of appraisal interview, performance test and writing exercise to evaluate the applicant's skill, training, and experience for the position. Successful applicants will be placed on an eligibility list. The City may also merge lists. The selected candidate(s) must successfully complete pre-employment clearances which may include a physical, drug screen, and Live Scan background screening.EQUAL EMPLOYMENT OPPORTUNITYThe City of Murrieta is committed to providing equal employment opportunities to all employees and applicants for employment. All employment practices such as recruitment, selection, and promotions are administered in a manner designed to ensure that employees and applicants for employment are not subjected to discrimination on the basis of race, color, religion, sex, sexual orientation, national origin, age (over 40), marital or veteran status, genetic information, gender identity, gender expression, medical condition, disability, or any other basis that is inconsistent with federal, state or local laws.THE COMMUNITYLocated just north of San Diego County, the city of Murrieta is home to approximately 116,000 people. Central to all of Southern California, residents of Murrieta live in one of the safest cities in the U.S. With top-ranked schools, 52 parks, and 1,300 acres of trails, it is consistently ranked the top place to live in Southwest Riverside County. Murrieta has a dynamic business environment, an educated population, and a high median income. All of these attributes support the exceptional quality of life residents enjoy and the engaged and connected community that sets Murrieta apart from the rest.
Connected by Amazing EmployeesThe City of Murrieta is accepting applications for the position of Executive Assistant to fill one (1) current vacancy in our Finance Department. The eligibility list established may be used to fill upcoming vacancies within this classification for up to one (1) year.DEFINITIONUnder direction, performs a variety of complex office administrative, secretarial, and clerical duties in support of an assigned Department Director and related management, professional, and supervisory staff, including planning, organizing, and overseeing the operations and functions of the assigned office; coordinates assigned programs, projects, and services with other City departments, divisions, and outside agencies; interacts frequently with the public and provides information or directs questions and requests to the appropriate staff; and performs related work as required.SUPERVISION RECEIVED AND EXERCISEDReceives direction from an assigned Department Director. May provide technical and functional direction and training to lower level staff.CLASS CHARACTERISTICSThis is the highest-level general class in the administrative office support series responsible for performing a wide variety of complex office administrative, secretarial, and clerical duties for an assigned Department Director and related management, professional, and supervisory staff. Incumbents regularly work on tasks which are varied and complex, requiring considerable discretion and independent judgment. Positions in the classification rely on experience and judgment to perform specialized, confidential, and technical office support duties to an assigned department as well as performing various research and budgetary support functions. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines and methods to complete assignments. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements.This class is distinguished from the Senior Executive Assistant in that the latter is a single-position specialized class that provides complex administrative support to the City Manager's office, including the City Manager, Mayor, and City Council.ESSENTIAL FUNCTIONSRelieves Department Director of a variety of administrative details by assisting with duties of an advanced, complex, and sensitive nature; plans, organizes, and carries out administrative assignments and special projects related to assigned department, including assisting with budget preparation, planning, and implementation; recommends organizational or procedural changes affecting support activities; recommends improvements in work flow, procedures, and use of equipment and formsCollects and compiles material for review and analysis; provides recommendations for changes in programs, policies, or procedures to improve efficiency and cost effectiveness of operationsCoordinates and participates in the preparation of department budget; monitors budget expenditures and revenues; initiates department purchases for office supplies and other items as assigned; authorizes payment of invoicesPerforms other financial and accounting related duties, including receiving payments and reconciling them with purchasing orders, tracking vendor and invoice information, assisting with bid requests, price quotes, purchase and expenditure requests, and purchase ordersOrganizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materialsComposes, types, and edits a variety of documents including detailed and often confidential correspondence, forms, memos, reports, statistical reports, invitations, graphic materials, and specialized documents for the Department Director and other management and department staff from rough draft, dictation equipment, handwritten copy, verbal instructions, or from other material; proofreads materials for accuracy, completeness, compliance with departmental policies, format, and English usage, including grammar, punctuation, and spelling; inputs and retrieves data and text using a computerVerifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and filesDesigns and implements file, index, tracking, and record keeping systemsMay maintain department personnel files, including processing personnel action forms and sensitive/confidential personnel issues, preparing supervisor generated performance evaluation forms, processing accident/incident/workers' compensation claim forms, filing pertinent documents, maintaining files in a secure location, and providing information to supervisors and managersMay serve as secretary to a board, commission, or special task force; provides a variety of support to City boards, committees, and task forces, including coordinating and scheduling meetings, appointments, and speaking engagements; reserving meeting rooms; maintaining reports; compiling and distributing agenda packets; attending meetings; formatting and distributing minutes; and following-up on decisions as requiredPrepares and processes reports, forms, and records, such as City Council agenda items, claims filed against the City, payroll, requests for payments, requests for proposals, bid packages, contracts and agreements, and reimbursement requestsCoordinates and integrates department services and activities with other agencies and City departmentsCoordinates travel arrangements and accommodations for department personnel and submits all related paperworkMaintains calendars and makes meeting arrangements; schedules meetings between City staff or between City staff and other groups or organizations; arranges for necessary set-up and materials to be available at meetingsReceives and screens visitors, telephone calls, emails, and regular mail; provides information to the public to ensure an understanding of departmental and City policies and procedures and handles issues that may require sensitivity and use of sound independent judgment; listens to questions and explains procedures according to existing guidelines; refers matters to appropriate City staff and/or takes or recommends action to resolve the request or complaints/follow up to ensure issue has been appropriately handledMay provide technical and functional direction and training to assigned subordinates to ensure office work flow is maintained and office goals are met; assigns work according to changes in workload priorities; evaluates office and administrative functions to recommend changes in office proceduresCompletes special projects as assignedObserves and complies with City and mandated safety rules, regulations, and protocolsPerforms other duties as assigned
EXAMPLE OF DUTIES
EDUCATION AND EXPERIENCEAny combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: High School Diploma or equivalent (GED), supplemented by college-level coursework and/or specialized coursesFive (5) years of responsible secretarial experience or two (2) years of experience equivalent to an Administrative Assistant with the City of MurrietaLICENSES AND CERTIFICATIONSPossession of a valid California Driver's License or other means that would allow travel to various City locations, meetings or trainings.
SUPPLEMENTAL INFORMATION
APPLICATION PROCEDUREA City application form and resume must be submitted online. Applicants can apply online at www.MurrietaCA.gov.SELECTION PROCESSCandidates must clearly demonstrate through their application materials that they meet the employment standards outlined above. All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process. Examinations for the position may consist of any combination of appraisal interview, performance test and writing exercise to evaluate the applicant's skill, training, and experience for the position. Successful applicants will be placed on an eligibility list. The City may also merge lists. The selected candidate(s) must successfully complete pre-employment clearances which may include a physical, drug screen, and Live Scan background screening.EQUAL EMPLOYMENT OPPORTUNITYThe City of Murrieta is committed to providing equal employment opportunities to all employees and applicants for employment. All employment practices such as recruitment, selection, and promotions are administered in a manner designed to ensure that employees and applicants for employment are not subjected to discrimination on the basis of race, color, religion, sex, sexual orientation, national origin, age (over 40), marital or veteran status, genetic information, gender identity, gender expression, medical condition, disability, or any other basis that is inconsistent with federal, state or local laws.THE COMMUNITYLocated just north of San Diego County, the city of Murrieta is home to approximately 116,000 people. Central to all of Southern California, residents of Murrieta live in one of the safest cities in the U.S. With top-ranked schools, 52 parks, and 1,300 acres of trails, it is consistently ranked the top place to live in Southwest Riverside County. Murrieta has a dynamic business environment, an educated population, and a high median income. All of these attributes support the exceptional quality of life residents enjoy and the engaged and connected community that sets Murrieta apart from the rest.
