Are you an administrative support/secretarial professional looking to join a great team with opportunity for growth and development? If so, The City of San Bernardino invites you to apply to be an Executive Assistant. The current vacancy is in the City Clerk's Department; however, the list established will be used to fill future vacancies throughout the City.
We are looking for:
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
1. Provides secretarial and administrative support to the department director and other executive staff; using word processing software, composes and/or types memoranda, correspondence, agenda items, reports, agreements, presentations, forms and other documents often of a highly sensitive and confidential nature; may take and transcribe written materials from shorthand or taped dictation; proofreads and checks typed and other materials for accuracy, completeness and compliance with City standards, policies and procedures; ensures materials, reports and documents for signature are accurate and complete; receives and refers Council referrals to appropriate staff and keeps the director informed; responds independently to correspondence and email inquiries regarding a variety of City matters; relieves the department director of a variety of administrative details.
2. Maintains the department director's calendar; coordinates, schedules, arranges and confirms meetings, appointments, conferences, hearings and community/intergovernmental events; screens requests for appointments; makes and confirms travel arrangements for the department director; submits conference registration; arranges hotel and flight reservations.
3. Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and sound independent judgment; responds to requests for information; conducts research regarding complaints received and refers issues to appropriate staff or takes or recommends action to resolve the issue; reviews, determines the priority of and routes assigned incoming correspondence.
4. Acts as liaison in coordinating matters between the department director and division heads, other department managers and staff and representatives of outside agencies; provides requested information and direction and speaks for the department head, based on an understanding of the department director's viewpoint and preferences; follows up on various assignments at the direction of the director to ensure that needed action is taken.
5. Researches and assembles information from a variety of sources to prepare departmental reports, records, correspondence and materials for the department director and executive staff; designs, creates, organizes and maintains specialized and other office files; establishes and maintains confidential, subject and tickler files; creates and updates departmental organization charts.
6. Prepares and maintains department attendance and time off records; prepares and submits employee timesheets; prepares documents for department personnel changes; maintains confidential personnel records and rosters.
7. Reviews departmental and other assigned expenses and monitors assigned budget balances; compiles data and provides other support and assistance in preparation of the department's annual budget.
8. Assists and participates in the development and update of department policies and procedures and the department's administrative manuals and standard operating procedures.
9. Orders department supplies and equipment and prepares monthly reconciliations; receives and inspects shipments for accuracy and quality; tracks purchase orders and invoices; prepares requisitions and direct pay requests; resolves discrepancies with vendors; processes invoice payments and requests for reimbursement.
10. May attend and serve as secretary to commissions and boards; makes all meeting arrangements including preparation and posting of agendas; takes and transcribes meeting minutes.
11. Plans, organizes and makes arrangements for special events and meetings; secures event locations and arranges setup; takes, transcribes and distributes meeting minutes.
12. Oversees and provides work assignments to other department administrative support staff or may supervise a small group of administrative support employees; receives and coordinates processing of information technology requests; serves as an information resource for other staff on computer and software issues and problems.
13. Performs a variety of administrative support functions applicable to specific department functions, including processing resolutions, contracts and agreements and maintaining specialized logs.
GENERAL QUALIFICATIONS
Knowledge of:
1. Office administrative and management practices and procedures, including principles and practices of file and document management.
2. Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.
3. City organization, ordinances, rules, policies, procedures and operating practices related to areas of responsibility.
4. Terminology, work processes, policies, procedures and local, state and federal requirements applicable to assigned departmental responsibilities.
5. Basic functions of public agencies, including the role of an elected Council and appointed committees and boards.
6. Advanced uses of word processing, graphics, spreadsheet, database and other software to create documents and materials requiring the interpretation and manipulation of data.
7. Basic principles and practices of public administration, including budgeting, purchasing and maintenance of public records.
Ability to:
1. Manage multiple and rapidly changing priorities to meet the needs and expectations of the department director in interactions with division heads and other managers and staff, the City Manager, Mayor and City Council, other department directors and departmental customers and stakeholder groups.
2. Organize, set priorities, take initiative and exercise sound independent judgment within areas of responsibility.
3. Interpret, apply, explain and reach sound independent decisions in accordance with regulations, policies and procedures and department director preferences.
4. Organize, research and maintain complete and extensive office files.
5. Operate a computer, word processing and spreadsheet software and other standard office equipment.
6. Type accurately at a speed necessary to meet the requirements of the position.
7. Compose correspondence, prepare documents and make arrangements from brief instructions.
8. Communicate clearly and effectively, both orally and in writing.
9. Understand and follow written and oral instructions.
10. Prepare clear, accurate and concise records and reports.
11. Maintain strict confidentiality of privileged information.
12. Use a high degree of tact, diplomacy and discretion in dealing with sensitive and confidential situations and concerned internal and external parties.
13. Establish and maintain highly effective working relationships with the City Manager, Mayor, City Council members, other elected and appointed officials, committee members, other department directors, managers, staff, residents, representatives of civic and community groups, the media, the public and others encountered in the course of work.
CLICK HERE to access the Executive Assistant (U) job description.
Education and Experience:
High school diploma or G.E.D.;
AND
six (6) years of increasingly responsible office, administrative, or secretarial experience, at least three (3) of which were at an executive assistant level;
OR
an equivalent combination of training and experience. Associates degree preferred.
Licenses, Certifications, and Equipment:
A valid California driver’s license is required.
Physical Requirements and Work Environment:
Employees work under typical office conditions, and the noise level is usually quiet. While performing the duties of this job, employees are regularly required to sit, walk, and stand; talk or hear, both in person and by telephone; use hands repetitively to manipulate, handle, feel, or operate standard office equipment, reach with hands and arms; and lift up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
City Benefits: The City offers an attractive compensation and benefit package, that includes:
For more information about this position, please contact the
City of San Bernardino Human Resources Department at 909-384-5104.
THE CITY OF SAN BERNARDINO IS AN EQUAL OPPORTUNITY EMPLOYER
Health Insurance - Eligible to receive a City contribution of $1,125.00 (Employee only), $1,377.00 (Employee + 1) or $1,841.00 (Employee + Family) to help offset health, dental and vision premiums. Eligible employees who waive all medical, dental, vision, supplemental life, and supplemental AD&D benefits will recieve an annual "Health Insurance Waiver Stipend" of $4,000.00 every first paycheck of December.
Retirement for Current Members - For employees hired after 1/1/2013 who are current members of California Public Employees’ Retirement System (CalPERS) or a reciprocal agency as of 12/31/12 and have not been separated from service from such agency for six months or more, the retirement benefit shall be 2.7% @ 55 ; highest single year of compensation.
Retirement for New Members - For employees hired 1/1/2013 or later and who are not a member of the California Public Employees’ Retirement System (CalPERS) or a reciprocal agency as of 12/31/12, or those who have been separated from a public agency which contracts with CalPERS or a reciprocal agency for six months or more, the retirement benefit shall be 2% @ 62 ; 3 year final compensation. New members will be obligated to pay 50% of the “normal cost” of their retirement benefits as required by State law.
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