EXECUTIVE ASSISTANT - CEDD

The Position

The City of Riverside is accepting applications for the position of Executive Assistant to fill one (1) vacancy in the Administration Division of the Community and Economic Development Department. The eligibility list established may be used to fill the current and/or upcoming vacancies within this classification for up to six (6) months.

For positions indicating a salary range from 1N – 2X, the top 15% of the pay range cannot be offered upon hire or upon employee promotion. (IF 1N – 2X RANGE)

To perform a variety of highly responsible and complex secretarial and administrative support duties to a Department Head, City Manager, Assistant City Manager, or designee. To handle administrative tasks and duties and coordinate day-to-day office operations; to supervise clerical staff; and to do related work as required.

Work Performed

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

• Perform a wide variety of responsible and confidential duties for designated individuals.
• Interpret and apply divisional policies and procedures in responses to inquiries and make appropriate referrals.
• Review, log, prioritize, and route correspondence.
• Act as receptionist, screen calls and visitors, and refer inquiries as appropriate.
• Take and transcribe dictation from rough draft notes, or recordings.
• Maintain appointment schedules, daily calendars, and make travel arrangements.
• Assist in agenda preparation, gather information, and contact meeting participants.
• Gather, organize, and prepare information for routine reports.
• Recommend organizational or procedural changes affecting administrative support activities.
• Maintain a variety of files and records of information.
• Maintain manuals and update resource materials.
• May serve as secretary and/or administrative staff to a board or commission preparing the agenda and taking minutes of meetings.
• Assist in the assigning, supervision, and participation in the work of the administrative support section of an assigned department or division.
• Review work upon completion for conformance to divisional requirements.
• Perform a wide variety of complex, responsible, and confidential duties for designated City executives.
• Respond independently to letters and general correspondence of a routine nature.
• Compile and maintain complex and extensive records for a department.
• Coordinate civic and social engagements as well as special events.
• Participate in the preparation and administration of department budget.
• Compile reports and agendas ensuring materials are submitted on time by various departments and divisions; contact participants and coordinate meetings; complete and distribute follow-up reports.
• Perform specialized projects including collecting, compiling, and summarizing information obtained.
• Serve on various internal and external committees; represent the City and/or City executive as required.
• Assist in developing, analyzing, and evaluating policy and procedures.
• Coordinates activities, events, and correspondence involving all City departments/department heads.
• May select, train, supervise, and evaluate subordinates.

Qualifications

Education: High School graduation or satisfactory equivalent (GED)

Experience: Five (5) years of experience performing increasingly complex and highly responsible office and administrative support work of which at least two (2) years involved administrative support work for one or more managers. Municipal/public sector government experience is highly desirable.

Selection Process

DOCUMENTS REQUIRED AT THE TIME OF APPLICATION:

1) Completed Employment Application

2) Completed Supplemental Questionnaire

FOR DIRECTIONS ON ATTACHING A DOCUMENT TO AN ON-LINE APPLICATION, OR GENERAL INFORMATION ON COMPLETING YOUR ON-LINE APPLICATION, CLICK HERE: (Application Guide).

IMPORTANT INFORMATION ON SCHEDULING ASSESSMENTS:

If you are selected to move forward in the assessment process, you may be required to self-schedule your appointment. You will be notified via email of your status and provided with self-scheduling instructions. Please check your email regularly following the closing date of this recruitment.

The selection process will begin with an employment application package screening, with the best qualified candidates being invited to participate further in the assessment process. This process may include any combinat…