EXECUTIVE ASSISTANT TO THE CITY MANAGER

DEFINITION

**EXCITING OPPORTUNITY** **FLSA STATUS: Non-Exempt** The City of Stockton is seeking to fill one (1) vacancy for an Executive Assistant to the City Manager’s Office. Under direction, provides varied, complex and often confidential secretarial and office administrative assistance to the City Manager and associated administrative staff; may provide lead direction to a small clerical support staff; performs related work as assigned.

**This is a confidential At-Will (Unclassified/Unrepresented) position. Only those applicants who best fits the need of the City will be referred to the hiring department. (Applicants who fail to fully complete the on-line/supplemental questionnaire will be subject to rejection.) Prior to appointment, eligible candidates will be required to submit to and successfully pass a background investigation, which will include fingerprinting.** CLASS CHARACTERISTICS

This is the highest level secretarial class of the City. This class is distinguished from other City secretarial classes in that the nature, diversity, and scope of responsibilities originating from this management level require the frequent use of discretion, initiative, and independent judgment, as actions can have a significant effect upon City operations or public relations activities. Responsibilities include regular contact with government officials, City Council or board or commission members; representatives of business or community organizations, the public, and all levels of City Personnel. This class is distinguished from Executive Assistant to the City Attorney in that the latter class provides similar office administrative and secretarial support to the City Attorney.

PRINCIPAL DUTIES (Illustrative Only)

• Receives and screens visitors and telephone calls, providing information which may require the use of judgment and interpretation of policies and procedures.
• Maintains the City Manager’s calendar, scheduling meetings, screening request and ensuring that the City Manager is cognizant of meeting times and individuals.
• Directs and trains office support staff in the City Manager’s office.
• Researches, compiles and summarizes a variety of informational materials.
• Opens mail and either personally handles or routes for handling to appropriate department.
• Coordinates departmental activities with those of other City department, including follow-up on projects assigned to other departments.
• Types drafts and a wide variety of finished documents, brief instructions, or printed materials; prepares reports using a personal computer system.
• Initiates specified correspondence independently for signature by the City Manager, Deputy City Managers or associated administrative staff.
• Reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
• Organizes and maintains various administrative, reference, and follow-up files.
• Transmits information to others from the City Manager and associated administrative staff.
• Keeps informed of pertinent City and departmental activities.
• Organizes own work, sets priorities and meets critical deadlines.

Qualifications Possession of a high school diploma or a GED certificate, and six years of secretarial or office administrative experience. Two years of business or secretarial school training and experience as a department level secretary or above, and experience in a public agency setting are desirable.

Other Requirements Must possess a valid California driver’s license.

The Interview Process *Only those applicants who best fit the needs of the City will be considered for this exciting career opportunity. Applications and supplemental questionnaires will be reviewed and only the most qualified applicants will be invited to an interview with the hiring department.

ALL APPLICATIONS AND SUPPLEMENTAL QUESTIONNAIRES MUST BE COMPLETED FULLY AND SUBMITTED ON AN OFFICIAL CITY OF STOCKTON APPLICATION FORM. INCOMPLETE APPLICATIONS AND SUPPLEMENTAL QUESTIONNAIRES WILL BE REJECTED AND CANNOT BE REVISED AFTER SUBMITTAL ON OR BEFORE THE FINAL FILING DATE. POSTMARKS, FACSIMILES, AND PHOTOCOPIES OF THE CITY’S EMPLOYMENT APPLICATION WILL NOT BE ACCEPTED. RESUMES ARE WELCOMED BUT SHOULD BE SUBMITTED AS ADDITIONAL INFORMATION ONLY. PLEASE DO NOT STATE “REFER TO RESUME”.* Notes

• After on-line submittal, immediate notification will…