Executive Assistant I/II

This recruitment will create a new Executive Assistant I/II eligibility list and will be used to fill the current vacancy, as well as subsequent vacancies (City-wide) that occur during the life of the list.

The City of Redding is inviting applicants for a full-time opportunity as an Executive Assistant II within the Community Services Administrative Division. The Community Services position performs a wide variety and volume of assignments and requires someone with a lot of energy and community pride. Some of the tasks include handling calls and visits from the public, daily; assisting with purchasing, payroll, information technology, and contract documentation for the office. The successful candidate will provide secretarial support for the Department including staff reports, agendas, and minutes for the Redding City Council, Community Services Advisory Commission and more; correspondence; other reports and special event planning. This position is also responsible for managing the Art in The City program, the Community Gift program, and assisting with the Community Creek Clean-Up program, and many other special events. Incumbents in this classification are characterized by the assignment of difficult and responsible types of clerical, secretarial and technical work, and may be assigned a variety of responsible secretarial and clerical duties which generally require the exercise of initiative and independence, and an understanding of the rules, policies, and procedures of the City and the Department.

An Executive Assistant I performs these duties for a Division Head (or for various boards or committees) and may be assigned to function in a lead capacity and oversee and coordinate the work of lower level classifications.

An Executive Assistant II performs these duties for a Department Director and may supervise employees in classifications below Executive Assistant I as assigned.

• Provide clerical, secretarial and administrative support to a division head/department director or various boards or committees, and may serve as back-up secretary for Council or commissions.
• Provide confidential and technical support to a division head over a large division and/or multiple divisions. 
• Assist in the preparation of the budget and other financial matters. 
• Verify, track and monitor purchases, expenses, payments, and reconcile statements. 
• Keep calendars, make appointments, and screen calls, visitors and mail. Compose and finalize correspondence, type complex projects/reports, including, but not limited to agreements, contracts, staff reports, summaries and brochures, and oversee document quality control for the office. 
• Implement various software programs as required. 
• Coordinate and/or review the work of clerical support employees in lower classifications. Maintain departmental or divisional filing system. 
• Perform other duties as assigned within the scope of the job classification.

• Principles and practices of good office management;
• Knowledge of Microsoft Office Suite, including Outlook, Word, and Excel
• Interact effectively with the public, managers and employees.
• Compose a variety of correspondence on routine matters and prepare clear and concise reports.
• Maintain confidentiality and diplomacy when handling sensitive matters

Education, Experience and Special Requirements:

Any combination of training and experience that would likely provide the required knowledge, skills, and abilities is qualifying.

• Typical education would include high school diploma, or equivalent.
• Typical experience would include four years’ experience in a related secretarial field involving shorthand, transcription, typing, and word processing.

You will receive notifications pertaining to this recruitment at the e-mail address and text message number provided on your application. Email correspondence may go to your spam or junk mail folder.
  
Examination Process: An online written examination will be administered.
 

• This recruitment will be adding to an existing eligibility list.
• City of Redding employees: If you took the Executive Assistant examination since November of 2020, you are not required to retest and may retain your prior score, OR, if you prefer, you may retest to receive a new score. You will not have the option of retesting and keeping the better of the two scores. Your application may be added to the eligibility list for a period of five years before you will be required to test again, unless significant changes are made to the examination. Either way, you must complete a new application online and select “Retest” or “Retain” at the top of your application.”

Selection Process: Final appointment is contingent upon:

• Positive past employment references
• Passing a city paid fingerprint criminal conviction check (applicants 18 and older)
• Passing a pre-employment medical exam and drug and alcohol screening test
• Positions within the Police Department require applicants pass an extensive background investigation prior to appointment.

Veteran's Credit: Applicants who attach a copy of the DD-214 to their application indicating "Honorable Discharge" from military service and receive a passing score on the examination process will have two (2) additional points added to their final examination score.
 
 The City of Redding adheres to Cal/OSHA COVID-19 requirements.

AN EQUAL OPPORTUNITY/FEDERAL AFFIRMATIVE ACTION EMPLOYER

Salary : $57,204 - $73,008