Executive Administrative Assistant
Apply NowCompany: City of Palm Springs, CA
Location: Palm Springs, CA 92262
Description:
Salary : $72,180.00 - $96,852.00 Annually
Location : City of Palm Springs, CA
Job Type: Full Time - Regular
Job Number: Multiple - 0325
Department: Multiple
Opening Date: 03/11/2025
Closing Date: 4/1/2025 4:00 PM Pacific
Position Summary
As a member of the City's unclassified service, this is an "at-will" position and the incumbent serves at the discretion of the City Manager.
THE CITY: Palm Springs, located in the Coachella Valley, is known for its luxurious yet relaxed lifestyle. Picture waking up to fresh air, surrounded by palm trees, and enjoying stunning mountain views. This city offers a perfect blend of nature and modern living for both residents and visitors. Palm Springs is ideal for families, offering numerous parks, gardens, and nature reserves for leisurely activities and wildlife encounters. With a wide range of attractions and events, there's always something fun for everyone in the family. To see the exciting things going on visit the website. The City of Palm Springs is committed to cultivating a diverse, equitable, and inclusive workplace, from policies to inclusive healthcare, and making people of various backgrounds feel welcome and supported. To view our recent Human Rights Campaign, visit the website.
THE POSITION: This position provides a wide variety of highly responsible, complex, non-routine, and often confidential administrative support services. In addition to providing daily administrative support to assigned staff, this position is responsible for administrative assignments including, but not limited to, coordinating, assembling, and reviewing pertinent materials, documents, agendas, and contracts, independently researching and compiling information on issues as needed; maintaining administrative assignments and priorities; coordinating departmental staff responses; acting as primary liaison for internal and external inquiries, resolving a majority of simple and complex issues; performs technical support duties, preparing reports and presentations, and provides highly confidential and sensitive information frequently requiring the application of discretion and tact. This class may also provide administrative support for other staff in the assigned department and assist others as needed.
Examples of Essential and General Responsibilities
Essential and other important responsibilities and duties may include, but are not limited to, the following:
Minimum and Preferred Requirements
Minimum requirements must be clearly demonstrated on the application to be considered, however, meeting the minimum requirements does not guarantee an invitation to compete further in the selection process. Experience requirements must be demonstrated in the "Work Experience" section of the application, other sections of the application will not be used to determine experience qualifications. (One year of work experience is the equivalent of 12 months of full-time work. "Full-time work" means at least 36 hours of work over a period of one week or 1,872 hours of work over a period of 12 months.) Qualifications noted as "desirable" or "preferred" are not included as part of the minimum requirements.
Experience:
Training:
License or Certificates:
In addition to the above, the ideal candidate will possess strong knowledge of the principles, practices, and abilities in the following:
Key Competencies:
The following work environment and physical conditions described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.
This position works in an office environment with exposure to computer screens and may require maintaining physical condition necessary for sitting for prolonged periods of time; and/or airport environment with exposure to computer screens, heat, noise, dust, grease, smoke, fumes, gases, and potentially dangerous situations. Essential and marginal functions may require maintaining physical condition necessary for standing, walking, and sitting for prolonged periods; talk and/or hear, in person and by telephone; use hands to operate standard computer and operations equipment; specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.
Application and Exam Information
A completed application, resume, and supplemental questionnaire are required by the closing date and time. As a candidate for the position, you will want to be sure your application accurately reflects your skills and abilities as they relate to the position to achieve maximum opportunity. Applications will be reviewed carefully, and only those who appear to have the best qualifications will be invited to continue in the selection process.
Minimum requirements must be clearly demonstrated on the application to be considered as this information will be used to determine minimum qualifications. Experience requirements must be demonstrated in the "Work Experience" section of the application, other sections of the application will not be used to determine experience qualifications. (One year of work experience is the equivalent of 12 months of full-time work. "Full-time work" means at least 36 hours of work over a period of one week or 1,872 hours of work over a period of 12 months.)
Resumes and other documents may be submitted, however they will not be used to determine minimum qualifications, please do not use phrases such as "N/A", "see attached", or "see resume" as they will not be considered. Meeting the minimum requirements does not guarantee an invitation to compete further in the process. Minimum requirements must be met at the time of application submission unless stated otherwise.
The selection process for this position may include one or more of the following: application review, qualification review, written exam, practical exam, oral panel exam, and department interview. Candidates must successfully pass each stage of the selection process above in order to continue to the next step. This process may be modified or changed depending on the number of qualified candidates.
Applicants successful in passing minimum qualifications may be invited, via email, to complete a virtual written examination through ProctorU. Visit the ProctorU website to view testing information.
Please remember to submit all your application materials by the closing date and time. Incomplete or applications received after the closing date and time cannot be considered. All information on the application is subject to investigation and verification.
For more information on completing your application materials
If you are ready to join the exciting Team Palm Springs and you meet the requirements detailed above, please click the apply button. For more information contact Human Resources at:
The City of Palm Springs
3200 East Tahquitz Canyon Way
Palm Springs, CA 92262
760-323-8215
Applications must be received by 4:00 pm, April 1, 2025, in order to be considered for this opportunity. The City of Palm Springs reserves the right to accelerate or extend the "Closing Date" of open positions at any time, dependent upon the number of applications received.
The City of Palm Springs is an equal employment opportunity employer and we encourage all persons to file applications. Applicants will be considered regardless of race, color, creed, national origin, citizenship, ancestry, age, sex, sexual orientation, gender, gender identity, gender expression, family or marital status, disability, medical condition or pregnancy, genetic information, religious or political affiliation, or veteran status.
Disaster Service Worker: In accordance with Government Code Section 3100, City of Palm Springs Employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly.
The City of Palm Springs provides a comprehensive benefit program for employees including:
01
Each applicant must complete this supplemental questionnaire as a part of the application screening and selection process. The information you provide will be reviewed and used to determine your eligibility to move forward in the selection process. Incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process. Do you agree to answer each supplemental question truthfully and that your responses can be verified from information included within the application?
02
What is your salary expectation?
03
Do you have the required five (5) years of increasingly responsible administrative and/or secretarial experience?
04
Please describe your increasingly responsible administrative and/or secretarial experience, and identify the company/agency/organization where you gained the 5 years of experience. Note: Entering "N/A" or "See Resume/Application" does not qualify as an acceptable response.If none, please indicate "none".
05
Do you have the preferred recent, within the past three (3) years, increasingly responsible administrative and /or secretarial experience working for a Department Head or Executive?
06
Please describe your recent, within the past three (3) years, increasingly responsible administrative and secretarial experience, working for a Department Head or Executive, and identify the company/agency/organization where you gained your experience. Note: Entering "N/A" or "See Resume/Application" does not qualify as an acceptable response. If none, please indicate "none".
07
Do you have the preferred experience working in a public agency?
08
Please indicate the type(s) of public agency where you have gained your increasingly responsible administrative and/or secretarial experience. Check all that apply.
09
Please describe your public sector administrative or secretarial experience working in a public agency and where you gained your experience. Note: Entering "N/A" or "See Resume/Application" does not qualify as an acceptable response. If none, please indicate "none".
10
Do you have the required High School Diploma or equivalent education?
11
Do you have the preferred Bachelor's degree from an accredited college or university with major course work in Business Administration or a related field?
12
Please describe your college or university level major course work in Business Administration or related field that provides equivalent knowledge, skills, and abilities that you possess that may pertain to this position, and where you gained that experience. Note: Entering "N/A" or "See Resume/Application" does not qualify as an acceptable response.If none, please indicate "none".
13
Are you able to type a minimum 40 words per minute?
14
Select one box that most identifies your proficiency in using Microsoft Outlook.
15
Select one box that identifies your proficiency using Microsoft Excel.
16
Select one box that identifies your proficiency using Microsoft Word.
17
Do you have experience in the following: (please select all that apply)
18
Please briefly describe your experience with the KSA's you checked above and where you gained that experience. Note: Entering "N/A" or "See Resume/Application" does not qualify as an acceptable response. If none, please indicate "none".
19
Do you have the preferred Tyler Munis or other financial software experience? (Select all that apply)
20
Please describe your Tyler Munis or other financial software experience and where you gained that experience. Note: Entering "N/A" or "See Resume/Application" does not qualify as an acceptable response.If none, please indicate "none".
21
Do you possess or have the ability to obtain and maintain the required valid Airport Security Identification Display Area (SIDA) badge, which is approved through the Federal Transportation Security Administration (TSA)?
22
I understand that part of the recruitment process may include participation in a third-party virtual written exam via ProctorU.
23
Which department(s) are you interested in? (Select all that apply)
24
Have you attached the required resume to your application?
Required Question
Location : City of Palm Springs, CA
Job Type: Full Time - Regular
Job Number: Multiple - 0325
Department: Multiple
Opening Date: 03/11/2025
Closing Date: 4/1/2025 4:00 PM Pacific
Position Summary
As a member of the City's unclassified service, this is an "at-will" position and the incumbent serves at the discretion of the City Manager.
THE CITY: Palm Springs, located in the Coachella Valley, is known for its luxurious yet relaxed lifestyle. Picture waking up to fresh air, surrounded by palm trees, and enjoying stunning mountain views. This city offers a perfect blend of nature and modern living for both residents and visitors. Palm Springs is ideal for families, offering numerous parks, gardens, and nature reserves for leisurely activities and wildlife encounters. With a wide range of attractions and events, there's always something fun for everyone in the family. To see the exciting things going on visit the website. The City of Palm Springs is committed to cultivating a diverse, equitable, and inclusive workplace, from policies to inclusive healthcare, and making people of various backgrounds feel welcome and supported. To view our recent Human Rights Campaign, visit the website.
THE POSITION: This position provides a wide variety of highly responsible, complex, non-routine, and often confidential administrative support services. In addition to providing daily administrative support to assigned staff, this position is responsible for administrative assignments including, but not limited to, coordinating, assembling, and reviewing pertinent materials, documents, agendas, and contracts, independently researching and compiling information on issues as needed; maintaining administrative assignments and priorities; coordinating departmental staff responses; acting as primary liaison for internal and external inquiries, resolving a majority of simple and complex issues; performs technical support duties, preparing reports and presentations, and provides highly confidential and sensitive information frequently requiring the application of discretion and tact. This class may also provide administrative support for other staff in the assigned department and assist others as needed.
Examples of Essential and General Responsibilities
Essential and other important responsibilities and duties may include, but are not limited to, the following:
- Performs a full range of executive-level administrative duties.
- Serves as contact and liaison for assigned functions and programs with other City departments and staff, the general public, and outside agencies and organizations; interacts with government officials, City Council, representatives from business and community organizations, the public, and all levels of personnel; resolves sensitive and controversial issues or refers to executive/management staff as appropriate; explains various programs, policies, and activities.
- Makes travel arrangements; maintains multiple executive calendars and appointment schedules; arranges meetings and conferences.
- Screens calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information and assistance; researches information related to City regulations and departmental policies; assists the public and other City staff in interpreting and applying City policies, procedures, codes, ordinances, rules and regulations in response to inquiries that often require the use of independent judgment and the understanding of policies and procedures.
- Collects, compiles, and analyzes information from various sources on a variety of specialized topics related to programs administered by the position or by executive/management staff; writes reports that present and interpret data, identify alternatives, and make and justify recommendations.
- Performs a wide variety of complex, responsible, and confidential duties for assigned office and staff; relieves executive and management staff of administrative work, including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
- Drafts, types, word processes, and proofreads a wide variety of reports, letters, memoranda, agendas, work orders, correspondence, resolutions, proclamations, certificates, and other documents; types from rough draft, verbal instruction, or transcribing machine; independently composes correspondence and other documents related to assigned area of responsibility.
- Performs a full range of accounting duties in support of assigned area; coordinates and tracks accounts payable and accounts receivable; may prepare department payroll for processing; may assist in coordinating, developing, and monitoring the assigned budget; monitors expenditures and purchasing activities; prepares purchase orders; receives, and records invoices and fees.
- Assists in a variety of special program operations; coordinates, supervises, monitors, and participates in other assignments and activities as assigned; maintains control files on matters in progress and expedites their completion; serves on committees as assigned.
- Maintains publications, assists with or oversees the development of program flyers, advertising, and other communications materials.
- Prepares and/or organizes files, orders supplies, processes, and distributes mail.
- Performs related duties, responsibilities, and assignments as required.
Minimum and Preferred Requirements
Minimum requirements must be clearly demonstrated on the application to be considered, however, meeting the minimum requirements does not guarantee an invitation to compete further in the selection process. Experience requirements must be demonstrated in the "Work Experience" section of the application, other sections of the application will not be used to determine experience qualifications. (One year of work experience is the equivalent of 12 months of full-time work. "Full-time work" means at least 36 hours of work over a period of one week or 1,872 hours of work over a period of 12 months.) Qualifications noted as "desirable" or "preferred" are not included as part of the minimum requirements.
Experience:
- Five (5) years of increasingly responsible administrative and/or secretarial experience is required.
- Recent, within the last three (3) years, responsible administrative/secretarial experience working for a Department Head or Executive is preferred.
- Experience working in a public sector agency is preferred. (Public sector agency includes State, County, School, or City Government, Law Enforcement, or other Public Sector Agency.)
- Tyler Munis or other financial software experience is preferred.
- Proficiency in Microsoft Office (Access, Excel, Outlook, and Word) is preferred.
Training:
- High School diploma or equivalent education is required.
- A Bachelors degree from an accredited college or university with major course work in Business Administration, or related field; or any combination of education and experience that provides equivalent knowledge, skills, and abilities is preferred.
License or Certificates:
- Possession of, or ability to obtain, an Airport Security Identification Display Area (SIDA) Badge, which is approved through the Federal Transportation Security Administration (TSA) may be required.
- Ability to type 40wpm is preferred.
In addition to the above, the ideal candidate will possess strong knowledge of the principles, practices, and abilities in the following:
Key Competencies:
- Business letter writing and report preparation
- Communication
- Independent judgment
- Confidentiality
- Operational characteristics, services, and activities of assigned functions, programs, and operations of an executive office, complex secretarial and administrative support duties.
- Perform confidential, responsible, and difficult secretarial and administrative support duties involving the use of independent judgment and personal initiative, and resourcefulness in support of the assigned staff.
- Understand, interpret, and apply administrative and departmental policies and procedures, as well as pertinent federal, state, and local codes, laws, regulations, and ordinances.
- Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press, or other agencies on sensitive issues in the area of responsibility.
- Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
- Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
- Must successfully complete a pre-employment background investigation and a physical.
The following work environment and physical conditions described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.
This position works in an office environment with exposure to computer screens and may require maintaining physical condition necessary for sitting for prolonged periods of time; and/or airport environment with exposure to computer screens, heat, noise, dust, grease, smoke, fumes, gases, and potentially dangerous situations. Essential and marginal functions may require maintaining physical condition necessary for standing, walking, and sitting for prolonged periods; talk and/or hear, in person and by telephone; use hands to operate standard computer and operations equipment; specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.
Application and Exam Information
A completed application, resume, and supplemental questionnaire are required by the closing date and time. As a candidate for the position, you will want to be sure your application accurately reflects your skills and abilities as they relate to the position to achieve maximum opportunity. Applications will be reviewed carefully, and only those who appear to have the best qualifications will be invited to continue in the selection process.
Minimum requirements must be clearly demonstrated on the application to be considered as this information will be used to determine minimum qualifications. Experience requirements must be demonstrated in the "Work Experience" section of the application, other sections of the application will not be used to determine experience qualifications. (One year of work experience is the equivalent of 12 months of full-time work. "Full-time work" means at least 36 hours of work over a period of one week or 1,872 hours of work over a period of 12 months.)
Resumes and other documents may be submitted, however they will not be used to determine minimum qualifications, please do not use phrases such as "N/A", "see attached", or "see resume" as they will not be considered. Meeting the minimum requirements does not guarantee an invitation to compete further in the process. Minimum requirements must be met at the time of application submission unless stated otherwise.
The selection process for this position may include one or more of the following: application review, qualification review, written exam, practical exam, oral panel exam, and department interview. Candidates must successfully pass each stage of the selection process above in order to continue to the next step. This process may be modified or changed depending on the number of qualified candidates.
Applicants successful in passing minimum qualifications may be invited, via email, to complete a virtual written examination through ProctorU. Visit the ProctorU website to view testing information.
Please remember to submit all your application materials by the closing date and time. Incomplete or applications received after the closing date and time cannot be considered. All information on the application is subject to investigation and verification.
For more information on completing your application materials
If you are ready to join the exciting Team Palm Springs and you meet the requirements detailed above, please click the apply button. For more information contact Human Resources at:
The City of Palm Springs
3200 East Tahquitz Canyon Way
Palm Springs, CA 92262
760-323-8215
Applications must be received by 4:00 pm, April 1, 2025, in order to be considered for this opportunity. The City of Palm Springs reserves the right to accelerate or extend the "Closing Date" of open positions at any time, dependent upon the number of applications received.
The City of Palm Springs is an equal employment opportunity employer and we encourage all persons to file applications. Applicants will be considered regardless of race, color, creed, national origin, citizenship, ancestry, age, sex, sexual orientation, gender, gender identity, gender expression, family or marital status, disability, medical condition or pregnancy, genetic information, religious or political affiliation, or veteran status.
Disaster Service Worker: In accordance with Government Code Section 3100, City of Palm Springs Employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly.
The City of Palm Springs provides a comprehensive benefit program for employees including:
- Medical, Dental, & Vision Insurance
- Retiree Health Savings Plan
- Life Insurance
- Long Term Disability Plan
- Employee paid Supplemental Insurance Programs
- Employee paid Deferred Compensation Program
- Employee Assistance Program
- Tuition Reimbursement Program
- Retirement Plan through California Public Employees' Retirement System (CalPERS)
- Benefit program details vary by work unit and bargaining contracts. Click to view additional information and bargaining unit contracts.
- The City does not participate in the Social Security program, except for the mandatory 1.45% Medicare contribution for all regular positions.
01
Each applicant must complete this supplemental questionnaire as a part of the application screening and selection process. The information you provide will be reviewed and used to determine your eligibility to move forward in the selection process. Incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process. Do you agree to answer each supplemental question truthfully and that your responses can be verified from information included within the application?
- Yes
- No
02
What is your salary expectation?
03
Do you have the required five (5) years of increasingly responsible administrative and/or secretarial experience?
- Yes
- No
04
Please describe your increasingly responsible administrative and/or secretarial experience, and identify the company/agency/organization where you gained the 5 years of experience. Note: Entering "N/A" or "See Resume/Application" does not qualify as an acceptable response.If none, please indicate "none".
05
Do you have the preferred recent, within the past three (3) years, increasingly responsible administrative and /or secretarial experience working for a Department Head or Executive?
- Yes
- No
06
Please describe your recent, within the past three (3) years, increasingly responsible administrative and secretarial experience, working for a Department Head or Executive, and identify the company/agency/organization where you gained your experience. Note: Entering "N/A" or "See Resume/Application" does not qualify as an acceptable response. If none, please indicate "none".
07
Do you have the preferred experience working in a public agency?
- Yes
- No
08
Please indicate the type(s) of public agency where you have gained your increasingly responsible administrative and/or secretarial experience. Check all that apply.
- City Government
- County Government
- State Government
- School District
- Other Public Sector
- I Have No Public Sector Experience
09
Please describe your public sector administrative or secretarial experience working in a public agency and where you gained your experience. Note: Entering "N/A" or "See Resume/Application" does not qualify as an acceptable response. If none, please indicate "none".
10
Do you have the required High School Diploma or equivalent education?
- Yes
- No
11
Do you have the preferred Bachelor's degree from an accredited college or university with major course work in Business Administration or a related field?
- Yes
- No
12
Please describe your college or university level major course work in Business Administration or related field that provides equivalent knowledge, skills, and abilities that you possess that may pertain to this position, and where you gained that experience. Note: Entering "N/A" or "See Resume/Application" does not qualify as an acceptable response.If none, please indicate "none".
13
Are you able to type a minimum 40 words per minute?
- Yes
- No
14
Select one box that most identifies your proficiency in using Microsoft Outlook.
- No Experience
- Basic: creating emails; attaching files; making and changing appointments; customizing the ribbon; working with reminders; moving messages between folders; creating signatures; searching for and flagging messages.
- Intermediate: previewing attachments; categorizing messages; printing calendars; using quick parts; creating meeting invitations; using the different views; taking meeting notes; inserting online pictures; setting a default signature; using groups.
- Advanced: setting up recurring meetings; adding and removing columns; working with notes; working with hyperlinks; creating templates; archiving messages; creating rules; assigning tasks.
- Expert: exporting calendars; adding and changing time zones; attaching email messages to other messages; using spelling and grammar check; specifying default fonts; setting delayed delivery options; encrypting messages; using smart lookup feature, setting permissions; creating tasks without opening Outlook.
15
Select one box that identifies your proficiency using Microsoft Excel.
- No Experience
- Basic: data entry; input data to create simple reports; using and creating simple formulas; inserting rows/columns; deleting rows/columns.
- Intermediate: using complex formulas; using macros; creating spreadsheets/worksheets; freezing/unfreezing panes; hiding/unhiding data; etc.
- Advanced: creating macros; creating complex spreadsheets; extracting data from multiple sources and worksheets; creating charts and graphs; etc.
16
Select one box that identifies your proficiency using Microsoft Word.
- No Experience
- Basic: opening, creating, and saving simple documents; using form letters/templates; cutting and pasting; etc.
- Intermediate: creating form letter templates; creating and using styles; cutting and pasting from unlike data sources; mail merge; setting up headers/footers; working with margins; etc.
- Advanced: creating macros; creating multiple section breaks with different page numbers; creating automatic table of contents; creating columns; etc.
17
Do you have experience in the following: (please select all that apply)
- Arrange meetings and conferences.
- Coordinate and track accounts payable and accounts receivable.
- Draft and proofread reports, letters, memoranda, agendas, and correspondence.
- Make travel arrangements.
- Maintain multiple executive calendars and appointment schedules.
- Maintain publications such as program flyers, advertising, and other communication materials.
- Monitor expenditures and purchasing activities.
- Maintain webpages.
- Prepare and organize files.
- Process and distribute mail.
- Screen calls, visitors, and mail.
- None of the above.
18
Please briefly describe your experience with the KSA's you checked above and where you gained that experience. Note: Entering "N/A" or "See Resume/Application" does not qualify as an acceptable response. If none, please indicate "none".
19
Do you have the preferred Tyler Munis or other financial software experience? (Select all that apply)
- Yes, I have Tyler Munis experience.
- Yes, I have other financial software experience
- No
20
Please describe your Tyler Munis or other financial software experience and where you gained that experience. Note: Entering "N/A" or "See Resume/Application" does not qualify as an acceptable response.If none, please indicate "none".
21
Do you possess or have the ability to obtain and maintain the required valid Airport Security Identification Display Area (SIDA) badge, which is approved through the Federal Transportation Security Administration (TSA)?
- Yes, I possess and am able to maintain the required valid Airport Security Identification Display Area (SIDA) badge, which is approved through the Federal Transportation Security Administration (TSA)
- No, but I have the ability to obtain and maintain the required valid Airport Security Identification Display Area (SIDA) badge, which is approved through the Federal Transportation Security Administration (TSA)
- No
22
I understand that part of the recruitment process may include participation in a third-party virtual written exam via ProctorU.
- Yes
- No
23
Which department(s) are you interested in? (Select all that apply)
- Aviation Department
- City Clerk Office
- City Council
- Finance Department
- Human Resources Department
- Police Department
24
Have you attached the required resume to your application?
- Yes
- No
Required Question