Executive Assistant

Salary : $73,418.28 - $89,240.32 Annually
Location : Tracy, CA
Job Type: Full Time
Department: Human Resources
Opening Date: 02/06/2025
Closing Date: 2/20/2025 3:00 PM Pacific
FLSA: Non-Exempt
Bargaining Unit: TSSU

Description

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DEFINITION
Under general supervision, performs a variety of complex office administrative, secretarial, and clerical duties in support of an assigned Department Director and related management, professional, and supervisory staff, including coordinating, organizing, and overseeing the administrative operations and functions of the assigned office; coordinates assigned programs, projects, and services with other City departments, divisions, and outside agencies; interacts frequently with the public and provides information or directs questions and requests to the appropriate staff; and performs other duties as required.

SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from assigned supervisory or management personnel. Exercises technical and functional direction over and provides training to lower-level staff. No supervision of staff is exercised.
CLASS CHARACTERISTICS
This is a lead-level classification providing administrative office support to an assigned department. Responsibilities include performing specialized, confidential, and technical office support duties to the assigned department to ensure efficient service provision. Responsibilities require the frequent use of tact, discretion, and independent judgment as well as a thorough knowledge of departmental activities. The work requires the interpretation and application of policies, procedures, and regulations and involves frequent contact with the public, as well as performing various research and budgetary support functions. This class is distinguished from other office administrative classes in that the nature, scope, and diversity of responsibilities originating at this level requires a broader understanding of departmental functions and the capability of relieving the assigned director of day-to-day office administrative and coordinative duties.

This class is distinguished from the Executive Assistant to the City Manager in that the latter is a specialized class that provides complex administrative support to the City Manager's office, including the City Manager, Mayor, and City Council.
Essential and Marginal Duties

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Relieves department director of a variety of administrative details by assisting with duties of an advanced, complex, and sensitive nature; recommends organizational or procedural changes affecting support activities; recommends improvements in work flow, procedures, and use of equipment and forms.
• Provides lead direction, training and work review to employees assigned to administrative positions; organizes and assigns work, sets priorities, and follows completion of assigned work.
• Provides input into selection decisions, performance evaluations, disciplinary matters, and other personnel decisions.
• Coordinates and participates in the preparation of department budget; monitors budget expenditures and revenues; initiates department purchases for office supplies and other items as assigned; authorizes payment of invoices.
• Performs other financial and accounting related duties, including receiving payments and reconciling them with purchasing orders, tracking vendor and invoice information, assisting with bid requests, price quotes, purchase and expenditure requests, and purchase orders.
• Assists in a variety of department and program operations; coordinates, oversees, monitors, and participates in special projects, public records requests, staff and/or community events, trainings, and activities as assigned; maintains control files on matters in progress and expedites their completion; serves on committees as assigned.
• Provides information to the public, including contractors and vendors, by phone or in person to ensure contract compliance and an understanding of department and City policies and procedures; listens to questions and interprets and applies regulations, policies, procedures, systems, rules, and precedents according to existing guidelines; responds to citizen and staff inquiries and complaints; refers citizens to the appropriate department source; coordinates or resolves problems of a moderate nature when appropriate.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
• Designs and implements file, index, tracking, and record keeping systems.
• Prepares and processes reports, forms, and records, such as staff reports, Board agenda items, requests for payments, requests for proposals, bid packages, contracts and agreements, reimbursement requests, and organizational charts.
• Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
• Develops, composes, types, edits, and proofreads a variety of complex documents, including forms, memos, contracts, administrative, statistical, financial, and staff reports, and correspondence for department staff from rough draft, handwritten copy, verbal instructions, or from other material using a computer; inputs and retrieves data and text using a computer; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections.
• Coordinates and integrates department services and activities with other agencies and City departments.
• Provides a variety of support, including coordinating and scheduling meetings, appointments, and speaking engagements; reserving meeting rooms; maintaining reports; compiling and distributing agenda packets; attending meetings; formatting and distributing minutes; and following-up on decisions as required.
• Maintains department personnel files, including processing personnel action forms and sensitive/confidential personnel issues, preparing supervisor generated performance evaluation forms, filing pertinent documents, maintaining files in a secure location, and providing information to supervisors and managers.
• Coordinates travel arrangements and accommodations for department personnel and submits all related paperwork.
  • Performs other duties as assigned.

Minimum Qualifications

QUALIFICATIONS
Knowledge of:

• Principles of providing functional direction and training.
• Practices and methods of office management and administration, including the use of standard office equipment.
• Applicable Federal, State, and local laws, codes, regulations, and policies, technical processes, and procedures related to the department to which assigned.
• Principles and procedures of record keeping and reporting.
• Principles and practices of data collection and report preparation.
• Business letter writing and the standard format for reports and correspondence.
• Business mathematics and basic statistical techniques.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination.
• Computers and software programs (e.g., Microsoft software packages) to conduct, compile, and/or generate documentation.

Ability to:

• Plan, organize, and coordinate the work of administrative support staff.
• Effectively provide staff leadership and work direction.
• Maintain confidentiality and be discreet in handling and processing confidential information and data.
• Interpret, apply, and explain applicable Federal, State, and local laws, rules, regulations, policies, and timelines, as well as complex administrative and departmental policies and procedures.
• Perform responsible administrative support work with accuracy, speed, and general supervision.
• Provide varied and responsible office administrative work requiring the use of tact and discretion.
• Participate in the preparation of department budget, including gathering and analyzing data related to expenditures and projected charges and monitoring budget expenditures and revenues.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Compose correspondence and reports independently or from brief instructions.
• Research, analyze, and summarize data and prepare accurate and logical written reports.
• Make accurate arithmetic, financial, and statistical computations.
• Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Equivalent to the completion of twelfth (12th) grade supplemented by specialized secretarial or college level courses in business, computer software, or courses related to assigned area and five (5) years of responsible administrative support and customer service experience, including one (1) year of experience providing direct support to a senior management level staff and/or serving in a lead capacity. Office management experience is preferred.

Licenses and Certifications:

• Possession of, or ability to obtain, a valid California Driver's License by time of appointment.
• May be required to complete National Incident Management System (NIMS) Training.

Additional Information

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, and to operate a motor vehicle to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Standing in and walking between work areas is frequently required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification frequently bend, stoop, kneel, and reach to perform assigned duties, as well as push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds with the use of proper equipment.

ENVIRONMENTAL CONDITIONS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
DISASTER SERVICE WORKER
All City of Tracy employees are, by State and Federal law, Disaster Service Workers. The roles and responsibilities for Disaster Service Workers are authorized by the California Emergency Services Act and are defined in the California Labor Code. In the event of a declaration of emergency, any employee of the City may be assigned to perform activities which promote the protection of public health and safety or the preservation of lives and property. Such assignments may require service at locations, times, and under conditions that are significantly different than the normal work assignments and may continue into the recovery phase of the emergency. If a "Local Emergency" is declared during the employee's shift, employees will be expected to remain at work to respond to the emergency needs of the community. If a "Local Emergency" is declared outside of the employee's shift, employees must make every effort to contact their direct supervisor or department head to obtain reporting instructions as Disaster Service Workers.
The City of Tracy provides a generous benefit package to employees in the Tracy Technical & Support Services Employee Association. A summary of key benefits is listed below. More information can be found in the and in the between the City of Tracy and the Tracy Technical & Support Services Employee Association.
Health Benefits - Choice of Kaiser HMO, POS, PPO, and Sutter Health Plus HMO health insurance plans. City contribution fully covers premiums for Kaiser HMO or Sutter HMO with dental and vision and provides a generous contribution towards other plans including Kaiser POS and PPO.

Dental and Vision Plans - Choice of Delta Dental or Bright Now! Dental plans available. VSP is available as the vision plan.

Life Insurance - Individual coverage for amount of annual salary or up to $50,000 fully paid by the City. Supplemental life insurance may be purchased by the employee.

Retirement Program - CalPERS (formula dependent on hire date and member status in CalPERS). The City participates in Social Security for Misc employees. Voluntary 457 Deferred Compensation programs available (MissionSquare & Corebridge). The City will match contributions up to 5% to the plan.

Paid Leave and Holidays - General vacation accrues at the rate of 96 hours per year the first year and progresses up to 192 hours per year at 16 years of service. Sick leave is accrued at a rate of 96 hours per year with unlimited accrual. There are 14 paid holidays per year (includes 2 floating holidays).

Longevity Incentive - Employees will receive 2.0% of base pay after 10 years, 3.5% of base pay after 15 years, and 5.5% of base pay after 20 years

Uniform Allowance - Upon hire, the City provides the Administrative Assistant(s) assigned to the Animal Shelter, Police Records Assistant I/II, and Senior, a uniform allowance of eight hundred and fifty dollars ($850) on the regular payday following their appointment. Thereafter, these classifications receive an annual uniform maintenance allowance of $32.70 per pay period. Upon hire and annually per fiscal year, the Tracy Police Department will provide employees who do not receive a uniform allowance and who are required to comply with uniform standards established by the Department, 2 polo shirts and 2 pairs of BDU pants

Dependent Care and Medical Spending Accounts - (IRS Section 125) Available to eligible employees on a voluntary basis.

Additional Benefits - Employee Assistance Program, AFLAC, Employee Credit Union, Direct Deposit, Scholarshare529, and Tuition Reimbursement.
01

I understand that in order for my application to receive every consideration in the selection process, I must complete the following Supplemental Questions. I understand these responses must match the information I provide in the Work Experience and Education sections of my application (do not answer "see resume").I certify that all information provided on this application and the Supplemental Questions is true to the best of my knowledge.

• Yes

02

Select your highest level of education completed.

• High School or Equivalent
• Some College
• Associate's Degree
• Bachelor's Degree
• Master's Degree

03

Please list any specialized secretarial or college level courses in business, computer software, or a related area. If none, indicate N/A.
04

Rate your experience using Microsoft Excel.

• No Experience
• Beginner
• Intermediate
• Advanced

05

Rate your experience using Microsoft Outlook.

• No Experience
• Beginner
• Intermediate
• Advanced

06

Rate your experience using Microsoft PowerPoint.

• No Experience
• Beginner
• Intermediate
• Advanced

07

Rate your experience using Microsoft Word.

• No Experience
• Beginner
• Intermediate
• Advanced

08

Rate your experience using Microsoft Teams.

• No Experience
• Beginner
• Intermediate
• Advanced

09

Rate your experience using Microsoft One Drive

• No Experience
• Beginner
• Intermediate
• Advanced

10

Please describe in detail your experience using Microsoft SharePoint. If none, indicate n/a
11

Please describe your experience with graphic design platforms such as Canva to develop graphics for social media platforms etc?
12

Please detail your experience in building, supporting and/or maintaining websites in the course of your work?
13

Please describe your experience with Enterprise Resource Programs (ERP's) such as Tyler Munis, Oracle, Peoplesoft, etc.
14

How many years of work experience do you have providing responsible administrative support and customer service in an office environment?

• less than 1 year
• 1-2 years
• 3-4 years
• 5-6 years
• 7 or more years

15

How many years of work experience do you have providing direct support to a senior management level staff and/or serving in a lead capacity?

• Less than 1 year
• 1-2 years
• 3-4 years
• 5-6 years
• 7 or more years

16

Please describe your experience with budget development and/or administration.
17

Have you worked for a public agency?

• Yes
• No

18

If you answered yes to the question above, indicate the agency(s) worked for. If you answered no, indicate N/A.
Required Question