Description
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- Monitors and keeps the assigned Department Head informed of pending issues, project due dates, upcoming meetings, scheduled events, and sensitive matters affecting the department
- Receives, screens, and prioritizes communications and materials submitted for the Department Head's review, approval, and signature
- Maintains calendars, schedules meetings, and makes conference and travel arrangements for the Department Head
- Receives and screens incoming telephone calls and visitors; responds to inquiries, resolves complaints, and provides information regarding departmental programs, policies, and procedures; refers callers and visitors to appropriate staff as appropriate for specific projects and concerns
- Initiates and prepares communications on behalf of the Department Head; types and proofreads a variety of reports, letters, memoranda, and forms from scratch, rough draft, or verbal instruction, including documents of a confidential or sensitive nature; reviews documents for completeness, accuracy, formatting, and compliance with policies and procedures
- May attend a variety of City Council, commission, community group, and other meetings; may assemble and prepare agenda packets; takes notes and transcribes minutes; disseminates information to interested parties
- May assist with the preparation of contract documents for capital construction projects and consultant service agreements; proofreads documents and maintains files; monitors project budget and contract requirements
- Organizes, maintains, and updates a variety of departmental files, records, and databases on a variety of subjects, including confidential personnel records, training files, background investigation records, and disciplinary files
- Researches, retrieves, and compiles information from files, databases, and external sources to prepare reports, presentations, and correspondence pertaining to departmental operations and activities; prepares files for archival stores and retrieves archived files as necessary
- Receives and reviews mail and correspondence sent to department; responds to inquiries or routes to staff as appropriate
- Maintains and monitors database of invoices and expenditures; prepares check requests and invoices for payment; monitors departmental supply inventory and purchases supplies as necessary
- Establishes and implements departmental office practices, forms, and procedures
- May provide lead supervision to subordinate office support staff
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If you are looking to serve as a key contributor supporting the City Manager’s Office, consider joining the City of Tustin as an Executive Assistant.
In this role, the Executive Assistant performs a broad range of highly responsible, confidential, and complex secretarial and administrative duties requiring a high degree of discretion and sound judgment. Success in this role requires the ability to manage competing priorities and adapt to changing needs.
The ideal candidate will be a proactive, tech\-savvy self\-starter with strong organizational and problem\-solving skills, a positive and professional demeanor, and excellent communication and interpersonal skills. This individual will demonstrate professionalism, tact, and a strong service orientation in an executive environment, serving as a polished and welcoming representative of the City in all interactions.
As part of the City Manager’s Office, this position provides support to the City Manager, Assistant City Manager, and Elected Officials, as well as administrative support to the Real Property Division, and reports to the Senior Executive Coordinator.
THE CITY:
Tustin is a vibrant and charming city nestled in the heart of Orange County. The City remains true to its quaint heritage while warmly welcoming neighbors and planning for purposeful growth in the future. Called home by a passionate and diverse community, Tustin is a place for all generations and every walk of life. Behind this beloved community, there is a team of practiced public servants who steward the City’s future while maintaining its unique charm and rich history. By balancing the needs of today with optimism for tomorrow, the City of Tustin works to realize its vision of a safe, high\-quality and thriving community.
SELECTION PROCESS:
Application materials will be carefully reviewed to identify candidates who meet the minimum qualifications for this position. Candidates who meet the minimum qualifications for this position will be invited to participate in an online assessment (week of 5/18\). Top scoring candidates will subsequently be invited to participate in a one\-way video interview (week of 5/25\). Candidates who are determined to be best qualified for this vacancy will be invited to participate in a structured panel interview (week of 6/22\), and finalists will participate in a departmental interview (week of 6/29).
All candidates who pass the panel interview will earn placement on the eligible list, which is valid for one (1\) year and may be used for current and future vacancies in the job classification.
TO BE CONSIDERED, A TYPING CERTIFICATION (50 NWPM) WILL BE REQUIRED. FOR TYPING CERTIFICATION REQUIREMENTS, CLICK HERE.
Examples of Duties
Duties may include, but are not limited to, the following:
Minimum Qualifications
A combination of education, experience, and training that has provided the necessary knowledge, skills, and abilities is required for entry into the classification. A typical combination includes:
Education and/or Experience:
Graduation from high school; and four (4\) years of secretarial or administrative support experience.
Knowledge, Skills \& Abilities:
To view the knowledge, skills, \& abilities required of the position, please follow the link here.
Licenses and/or Certificates:
Possession of a valid California Class C driver's license and an acceptable driving record.
Special Requirements:
Applicants must provide a typing certification indicating a net typing speed of 50 words per minute. For typing certification requirements, please click here.
Satisfactory results from administrative screening, background investigation, and physical examination.
May be required to occasionally work outside of regular work hours (e.g. evenings, holidays, and weekends) to attend meetings and special events.
Working Conditions \& Physical Demands
Information on the physical demands, mental demands, and work environment for the position can be found by following the link here.
The City of Tustin is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities.
The City of Tustin offers a comprehensive compensation and benefit program that includes:
FLEXIBLE BENEFIT PLAN
The City provides a specific dollar amount to each employee to use toward the purchase of individual or family health coverage, dental plans, vision coverage, additional life insurance, deferred compensation, and other optional benefits. Currently, the flexible benefit amount for Employee \+ 2 is $2250\.
The City contracts through CalPERS medical program (PEMHCA) which offers multiple PPO and HMO options for health insurance providers. Employees also have the choice of Delta Dental PPO or HMO plans.
RETIREMENT
Employees will be enrolled in a defined benefit (pension) plan with the California Public Employees Retirement System (CalPERS). CalPERS determines the retirement plan in which a new employee will be enrolled based on the individual's membership status with CalPERS or a reciprocal retirement system on the individual's first day of employment with the City.
Classic CalPERS members will be enrolled in the 2% @ 60 plan, with an employee contribution of 10% (pre\-tax). New CalPERS members, as defined by the Public Employees' Pension Reform Act of 2013 ("PEPRA"), will be enrolled in the 2% @ 62 plan, with an employee contribution of 7\.25% (pre\-tax). The City does not participate in Social Security, though participation Medicare is mandatory (1\.45% employee contribution).
DEFERRED COMPENSATION
Employees who contribute to an IRC Section 457(b) deferred compensation account will receive a matching City contribution to an IRC Section 401(a) deferred compensation account, up to a maximum of two percent (2%) of the employee’s base salary.
GENERAL LEAVE
General Leave may be used for vacation and/or illness. Annual accrual amounts increase from 160 to 248 with years of service.
HOLIDAYS
The City has 13 paid holidays per calendar year.
LIFE INSURANCE
Full\-Time employees receive a $100,000 life insurance policy.
LONG\-TERM DISABILITY
The Long\-Term disability program provides 60% of the employees' income when the employee becomes disabled because of an illness, injury or accident.
ALTERNATIVE WORK SCHEDULE
The 9/80 alternative work schedule is available for most full\-time positions.
RETIREE HEALTH INSURANCE
Employees who retire from the City of Tustin with ten (10\) years of full\-time service and continue enrollment in the City's health plan are eligible for reimbursement of $250 per month toward retiree health insurance costs. Employees first hired into a benefitted position with the City of Tustin prior to July 1, 2011 are eligible for this benefit after five (5\) years of service.
TUITION REIMBURSEMENT
After passing the probationary period, employees may request reimbursement up to a maximum of $4000 per calendar year for tuition and related expenses when attending a community college or four year university.
EMPLOYEE ASSISTANCE PROGRAM
Employees are enrolled in an Employee Assistance Program that provides a variety of legal and counseling services.
MEDICARE
All newly hired employees contribute a portion of gross salary for Medicare coverage. The employee contribution to Medicare is 1\.45%.
SECTION 125 MEDICAL \& DEPENDENT CARE PROGRAM
The section 125 program is optional for employees and provides a method to pay medical and dependent care expenses on a pre\-tax basis.