Under general supervision of the City Manager, performs, coordinates and oversees technical and office administrative duties in support of the City Manager and the City Council, and the City Manager’s staff, including the provision of varied and complex office duties; may supervise clerical and other support staff, and perform other duties as assigned.
This is a single-position classification. It is distinguished from other administrative support classes in that the position provides highly sensitive support to the City Manager and the City Council. Responsibilities require the exercise of independent judgment, technical knowledge of the specific area of assignment and of overall City and community activities.
Examples of Key Duties: (Duties are illustrative and not inclusive. Individual assignments may vary.)
- Perform a wide variety of executive secretarial and administrative duties as required by daily operations in the City Manager’s office.
- Represent the City to the public, businesses, Council members and other agencies at the request of the City Manager.
- Coordinate office activities and schedules; develop and recommend office procedures and systems; ensure smooth office operations.
- Review and summarize miscellaneous reports and documents; prepare background documents as necessary.
- Research and analyze routine administrative projects for the City Manager and City Council; prepare first draft reports on routine administrative matters.
- Receive and distribute incoming mail; review and evaluate mail to identify those items requiring priority attention of the City Manager.
- Process payment of invoices.
- Provide follow up to assignments given to management staff by the City Manager; provide status reports to the City Manager.
- Receive and screen communications to the City Manager and City Council including telephone calls and e-mail messages, and provide assistance using independent judgment to determine those requiring priority attention; prioritize, channel, and facilitate communication from department heads, department coordinators and the City Attorney through the City Manager’s office.
- Independently respond to letters and general correspondence of a routine nature;
- Make travel arrangements for the City Manager and City Council; maintain appointment schedules and calendars for the City Manager and City Council; arrange meetings and conferences.
- Attend Management, City Council committee and other meetings and take minutes, as directed by the City Manager.
Education and Experience:
Equivalent to completion of two years of college-level coursework in business or a field related to the work and three years of office administrative, supervisory or lead experience in the area of assignment; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as listed above.
Specified positions may require possession and maintenance of a valid California driver’s license and a satisfactory driving record.
Physical Requirements and Working Conditions:
Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer, and to attend meetings at various sites within and away from the City; strength to lift and carry materials weighing up to 10 pounds; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.
Knowledge of: (at entry)
- Local government organizational structure and functioning;
- Codes, policies, regulations and procedures related to the City Manager’s office and other departments affecting the operation of the City;
- Basic supervisory principles and practices;
- Exemplary customer satisfaction skills, including dealing effectively with the public, elected officials and City staff, both in person and over the telephone;
- Teamwork and developing consensus;
- Creative and innovative techniques for performing assignments;
- Proper English usage, spelling, grammar, and punctuation;
- Business correspondence formatting;
- Basic mathematical computations, accounting and record keeping;
- Basic budgeting theories and principles;
- Time management;
- Computer applications related to the work;
- Standard office administrative practices and procedures, including the use of standard office equipment;
Skills in: (at entry)
- Performing technical, specialized, complex and difficult office administrative work requiring the use of independent judgment;
- Interpreting and implementing policies, procedures and computer applications related to the department or organizational unit to which assigned;
- Analyzing and resolving office administrative and procedural problems;
- Performing basic research and preparing reports and recommendations;
- Overseeing projects or programs and/or supervising, monitoring and evaluating the work of staff;
- Organizing own work, coordinating projects, setting priorities, meeting deadlines and following up on assignments with a minimum of direction;
- Using initiative and independent judgment within established policy and procedural guidelines;
- Providing complex office administrative support in the areas of procurement, budgeting, report preparation and staff communication; and
- Communicating effectively with co-workers, subordinates, superiors, the general public, representatives of public and private organizations and others sufficient to exchange or convey information.