THIS JOB POSTING WILL AUTOMATICALLY CLOSE UPON THE RECEIPT OF 100 APPLICATIONS
OR...
AT THE FINAL FILING DEADLINE, WHICHEVER OCCURS FIRST.
With supervisor approval, incumbents may be eligible for intermittent remote work; however, they must physically reside within the Sacramento region or have the ability to regularly report to a City of Sacramento physical worksite with little notice.
IDEAL CANDIDATE STATEMENT
The ideal candidate for the Executive Assistant position in Vice Mayor Caity Maple’s office will have a strong desire for serving the South Sacramento community. The ideal candidate will be highly organized and previous experience in scheduling would be advantageous. Spanish-speaking candidates are encouraged to apply, as District 5 has a significant number of residents who speak Spanish as their primary language.
Frequent after-hours, weekend, and evening work is required for this position.
DEFINITION
Under general direction, an Executive Assistant performs a variety of confidential secretarial and administrative duties for the City Council Members and District Directors; maintains calendars and prepares for meetings; researches and refers problems and concerns; maintains records and compiles and analyzes data; receives and handles or refers calls and visitors, mail and correspondence.
DISTINGUISHING CHARACTERISTICS
This classification is populated with multiple incumbents who perform at the journey level and are responsible for providing administrative support to Council Members. The Executive Assistant is distinguished from Administrative Assistants and similar classifications within City departments by the political and confidential nature of the responsibilities. The Executive Assistant provides direct clerical and administrative support to the City Council Members and assists District Directors as required. Incumbents are appointed by and serve at the pleasure of the City Council members.
SUPERVISION RECEIVED AND EXERCISED
General supervision is provided by a District Director and work direction is provided by the Council Member the incumbent is assigned to support. This classification has no responsibility for supervision of other personnel.TYPICAL DUTIES
- Maintains Council Members’ calendars; keeps them apprised of scheduled meetings and events; ensures that Council Members have pertinent documents and information in preparation for meetings.
- Provides assistance to Council Members and Administrative Assistants by researching and referring problems or concerns to appropriate City staff for resolution; attends various committee meetings; makes necessary room arrangements; takes detailed notes; apprises Council Members on the content of meetings; acts as liaison between Council Members and various committees and organizations.
- Maintains complex and confidential record keeping systems; recommends organization or procedural changes affecting clerical activities.
- Researches, compiles, and analyzes data for special projects and various reports.
- Receives calls and visitors, and refers inquiries as appropriate; responds to complaints and requests for information regarding the intent of instructions, precedents, and regulations.
- Takes and transcribes dictation from rough draft or shorthand notes; composes routine correspondence not requiring the Council Members' personal attention; receives, opens, reviews, and distributes incoming mail; receives and processes invoices and maintains accounts payable.
- Performs other or related duties as assigned.Knowledge of:
- English usage, spelling, grammar, and punctuation.
- Basic arithmetic.
- Various software and word processing programs.
- Modern office methods, procedures, and equipment; business letter writing.
Skill in:
- Use of computers, computer applications, and software.
Ability to:
- Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
- Communicate effectively, verbally and in writing.
- Work cooperatively with others.
- Interpret and apply City policies, laws, and rules.
- Type at a speed of 60 net words per minute (may be required).
- Take dictation at a speed of not less that 100 net words per minute (may be required).
- Work independently in the absence of supervision.
- Research and analyze issues and situations carefully and adopt effective courses of action.
- Compile and maintain complex and extensive records and prepare reports.
- Understand and carry out oral and written instructions.
- Maintain confidentiality of sensitive material.
EXPERIENCE AND EDUCATION
Any combination of education and experience that would provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Three years of increasingly responsible clerical experience including one year of experience comparable to that of the journey level clerical class in the City of Sacramento or comparable related experience.
PROOF OF EDUCATION
Should education be used to qualify for this position, then proof of education such as, but not limited to, university/college transcripts and degrees should be submitted with your application and will be required at the time of appointment. Unofficial documents and/or copies are acceptable.
An applicant with a college degree obtained outside the United States must have education records evaluated by a credentials evaluation service. Evaluation of education records will be due at time of appointment.
SPECIAL QUALIFICATIONS
Driver License:
Possession of a valid California Class C Driver License at the time of appointment. Individuals who do not meet this requirement due to physical disability will be reviewed on a case-by-case basis.Please note, the City of Sacramento's preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders. All e-mail notifications can also be accessed through the governmentjobs.com applicant inbox.
1. Application: (Pass/Fail) – All applicants must complete and submit online a City of Sacramento employment application by the final filing deadline or upon receipt of 100 applications, whichever occurs first;
• Employment applications must be submitted online; paper applications will not be accepted.
• Employment applications will be considered incomplete and will be disqualified:
• If applicants do not list current and past job-related experience in the duties area of the "Work Experience" section. Note: Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours/week).
• If "see resume" is noted in the "Work Experience" section; a resume will not substitute for the information required in the "Work Experience" section.
• Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position.
• Proof of education such as, but not limited to, university/college transcripts and degrees should be submitted online with your application. Proof of education will be required at time of appointment.
2. Supplemental Questionnaire: (Pass/Fail) – In addition to the City of Sacramento employment application, all applicants must complete and submit online responses to the supplemental questionnaire to the City of Sacramento Employment Office by the final filing deadline or upon receipt of 100 applications, whichever occurs first;
• Responses to the supplemental questionnaire must be submitted online; paper questionnaire will not be accepted.
• Incomplete supplemental questionnaire will not pass the review process; omitted information cannot be considered or assumed.
• A resume will not substitute for the information required in the supplemental questionnaire.
• Possession of the minimum qualifications is not necessarily a guarantee for further advancement in the selection process.
3. Screening Committee: (Pass/Fail) - All applications received by the final filing deadline or upon receipt of 100 applications, whichever occurs first will be forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications, as stated on the job announcement, for applications selected by the hiring department.
4. Interview Process: Human Resources will forward applications to the hiring department. Those determined to be the most qualified candidates will be invited to participate in an interview process.
5. Conditional Hire: Upon receipt of a conditional offer, the selected candidate must complete and pass Live Scan/fingerprinting. If applicable, candidates may also need to pass a pre-employment medical exam, controlled substance and/or alcohol test, and possess any required licensure or certification prior to receiving a start date from the Department. Failure to meet these prerequisites will be grounds for withdrawal of your conditional offer of employment.
QUESTIONS:
For questions concerning this job announcement and the application process:
• Please visit https://www.governmentjobs.com/Home/ApplicationGuide for a comprehensive, step-by-step guide to the application process.
• For technical support between 6 AM - 5 PM PT, contact Live Application Support at 855-524-5627.
• Visit the City of Sacramento Human Resources Department website at https://www.cityofsacramento.gov/HR/employment;
• Send an email to [email protected]; or
• Call the Human Resources Department at (916) 808-5726
Sacramento CA USA