Senior Executive Assistant

Senior Executive Assistant The City of Murrieta is accepting applications for the position of Senior Executive Assistant to fill one (1) current vacancy in our City Manager's Department. The eligibility list established may be used to fill upcoming vacancies within this classification for up to one (1) year.Under direction, provides executive and confidential support to the City Manager, including handling confidential materials and complex citizen and employee relations; conducts special projects; acts as the first point of contact for the City Manager and the public to resolve issues and concerns; provides information to the public and staff requiring considerable knowledge of City and department services, policies, and procedures; manages the office administrative functions of the City Manager's Office; performs technical support work related to the responsibilities of the City Manager; and performs related work as required.Receives direction from the City Manager. May provide technical and functional direction over and provides training to lower-level staff.This is a single position and highest-level administrative support series assigned to the City Manager's Office and is responsible for performing the most complex work assigned to the series. Incumbents regularly work on varied and complex tasks, requiring considerable discretion and independent judgment. Positions in the classification rely on experience and judgment to perform a variety of administration and project coordination support work for the City Manager, City Council, Department Heads, and associated staff. Assignments are given with general guidelines, and incumbents are responsible for establishing objectives, timelines, and methods to deliver services and complete assignments. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements.Management reserves the right to add, modify, or remove job duties as necessary and will make reasonable accommodations to enable qualified individuals to perform the position's essential functions. The omission of a specific duty does not preclude it from being assigned if it is similar, related, or logically aligned with the role's overall responsibilities.Provides administrative support to the City Manager, Assistant City Manager, and City Council by assisting with duties of an advanced, complex, sensitive, and confidential natureScreens and directs incoming mail and email communications between the City Manager, Assistant City Manager, and City Council; determines priority level and routes incoming correspondence, reports, and requests; acts as the liaison between the City Manager's Office, Department Heads, managers, staff, and the public, coordinating resolutions and following up with staff when appropriateCoordinates and maintains multiple calendars and arranges meetings, travel and conferences for the City Manager, Assistant City Manager, and City Council; coordinates expense reimbursementsReceives 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 resolution; conducts follow-up to ensure issue has been appropriately handledComposes, 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 City Manager 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 computerPrepares and monitors agreements/contracts initiated through the City Manager's office; creates purchase orders and prepares warrants and payment logs needed for vendorsSchedules and maintains City Hall and Council Chamber conference room calendars; arrangements for City Council meetings; stocks suppliesCoordinates and participates in the preparation of the department's budget; reviews and ensures accuracy of budget documents; processes payment authorizations for City Manager and City Council invoices; tracks, enters, and maintains purchase orders in financial database systemDesigns and implements file, index, tracking, and record-keeping systems; research records within areas of assigned responsibility to prepare reports and provide follow-up information to customer and staff inquiries; organizes and maintains various administrative, confidential, and files and records for the City Council and City Manager's OfficeProvides a variety of support to City committees; may prepare and distribute agenda packets, attend meetings, and prepare minutes, and follow up on decisions as requiredProvide technical and functional direction to and train assigned subordinates to ensure office workflow is maintained, and office goals are metassigns work according to changes in workload priorities; evaluates office and administrative functions to recommend changes in office proceduresObserves and complies with all City and mandated safety rules, regulations, and protocolsCompletes and performs other duties and special projects as assignedAny combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered qualifying. A typical way to obtain the required qualifications includes:High School Diploma or equivalent (GED), supplemented by college-level coursework and/or specialized secretarial courses and;Five (5) years of responsible administrative office support experience assisting executive management or a high-level official, including office managementAbility to travel to meetings, trainings, site visits, and special events throughout the City may be required. Employee must have access to reliable transportation as needed.Must successfully complete a comprehensive background investigation, which includes a state and federal fingerprint-based background check (Live Scan), and a non-safety pre-employment physical.Knowledge of practices and methods of office management and administration, including the use of standard office equipmentOrganization and function of public agencies, including the role of an elected City Council Member appointed to boards, commissions, and committeesApplicable Federal, State, and local laws, rules, regulations, ordinances, and organizational policies and procedures relevant to the assigned area of responsibilityPrinciples and procedures of record-keeping and reportingPrinciples and practices of data collection and report preparationBusiness letter writing and the standard format for reports and correspondenceBusiness mathematics and basic statistical techniquesPrinciples of providing functional direction and trainingCity and mandated safety rules, regulations, and protocolsThe structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammarModern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performedTechniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staffAbility to maintain confidentiality and discretion in handling and processing confidential information and dataPerform responsible administrative support work with accuracy, speed, and general directionProvide varied and responsible office administrative work requiring the use of tact and discretionParticipate in the preparation of department budget, including gathering and analyzing data related to expenditures and projected charges and monitoring budget expenditures and revenuesUnderstand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilitiesCompose correspondence and reports independently or from brief instructionsUnderstand and carry out complex oral and written directionsResearch, analyze, and summarize data and prepare accurate and logical written reportsMake accurate arithmetic, financial, and statistical computationsEnter and retrieve data from a computer with sufficient speed and accuracy to perform assigned workEffectively provide staff leadership and work directionEstablish and maintain a variety of filing, record-keeping, and tracking systemsUnderstand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performedPlan, organize, and coordinate the work of assigned staffIndependently organize own work, set priorities, and meet critical time deadlines, and follow-up on assignmentsUse tact, initiative, prudence, and independent judgment within general policy and procedural guidelinesEffectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasksCommunicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntaxEstablish, maintain, and foster positive and effective working relationships with those contacted in the course of workMust possess mobility to work in a standard office setting and use standard office equipment, including a computer; operate a motor vehicle to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger