Executive Assistant - Public Works

City of Walnut Creek - Walnut Creek, CA4.5

Full-time
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Position Description

The City is seeking an Executive Assistant to join its Public Works Department. This position provides office administrative and secretarial assistance to the Public Works Department Director and provides general administrative support to the entire department.

Representative Duties

Composes and prepares correspondence, memoranda, specialized forms, reports, and other often sensitive or confidential documents on general and technical subjects in conformance with City policies and instructions; types and processes personnel, financial, and other forms related to department operations; transcribes materials; utilizes standard word processing, spreadsheet, and database applications; prepares agendas and council reports including administrative support to the Parks, Recreation, and Open Space (PROS) Commission, and may attend and take minutes of meetings of citizen, advisory, and administrative groups.

Receives and screens visitors; provides information requiring knowledge of City or departmental policies and procedures; serves as representative of the department as delegated; directs visitors to other offices or departments as appropriate.

Maintains calendars; creates and maintains filing systems, including confidential files; manages records retention and destruction.

Gathers materials and conducts research into administrative concerns or problems and may make recommendations for action; coordinates assigned projects, tasks, or the submittal and receipt of information between other City departments, divisions, and/or outside agencies.

Assists in preparing budget and financial reports; compiles information and prepares routine or special reports; documents and coordinates the review of policies and procedures; trains staff as required.

Requisitions, stores, and maintains an inventory of office supplies and equipment. Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment, and multi-line telephones; may operate a two-way radio or other department-specific equipment.

Plans and organizes events such as receptions and meetings with staff, commissions, or outside agencies; arranges for rooms, materials, and refreshments as required; schedules use of conference and meeting rooms; serves as liaison with custodial staff.

May coordinate employee selection processes and update employee and applicant records.

May plan, assign, direct, supervise, review, and evaluate the work of office support staff on a project or day-to-day basis.

May visit and work at off-site offices, as directed.

Contacts and Relationships:
Employees have contact with other City employees, elected officials, community members, other agencies, and a variety of persons having business with the City. Employees are involved in giving or requesting information related to operations of the department. The nature of the contacts is such that a high degree of courtesy and efficiency must be demonstrated. Employees are privy to information of a sensitive or highly confidential nature; therefore discretion, tact, and good judgment must be exercised.

Qualifications Guidelines

Education and Experience:
Graduation from high school, supplemented by business or college coursework and four years of experience in the performance of the full range of office administrative and secretarial work including computer usage, screening of visitors, maintenance of filing systems, and handling of administrative tasks; or any equivalent combination of education and experience. An Associate of Arts degree from a recognized college or university is desirable.

Special Requirements:
Possession of, or ability to obtain prior to employment, a valid Class C California Driver's License and a good driving record may be required for some assignments.

Employee may be required to work on weekends and/or evenings.

Knowledge, Skills, and Abilities:
Considerable knowledge of business English, grammar, spelling, and business arithmetic. Skill in communicating effectively in English both orally and in writing.

Considerable knowledge of the principles and methods of office management and of modern office procedures, systems, computer technology and equipment.

Knowledge of techniques for providing a high level of customer service to the public and City staff, in person, and over the telephone.

Skill in establishing and maintaining complex filing systems and preparing correspondence and reports from various sources of information.

Skill in interpreting, applying, and explaining departmental policies and procedures.

Skill in establishing and maintaining effective working relationships with others.

Skill in using tact, discretion, and good judgment in the handling of sensitive and confidential information.

Skill in prioritizing own work, completing work in a timely manner, and using sound, independent judgment within policy and procedural guidelines.

Ability to type at a minimum corrected rate of fifty (50) words per minute.

Supplemental Information

Applicants must apply online at www.walnut-creek.org no later than 5:00 p.m. on Tuesday, May 28, 2019 to be eligible for consideration.

Applicants possessing the MOST DESIRABLE qualifications will be invited to continue in the selection process, which may include any testing elements that are deemed appropriate, including a practical examination and an oral appraisal interview tentatively scheduled for June 19, 2019. An eligible list will be established as a result of this examination process and will be valid for a period of six months. All applicants will be notified by email as to whether or not they are invited to participate further in the selection process. In addition, applicants can log on to their account and check their current status online.

Applicants invited to the oral appraisal interview must provide to the City, at the applicant's own cost, a current typing certificate verifying the applicant's ability to type a minimum corrected rate of 50 wpm, and a Microsoft Word and Excel assessment. Details regarding the typing certificate requirements and the Microsoft Word and Excel assessment will be given to candidates who are invited to the appraisal interview. Please do not attach these documents to your application.

Applicants considered for appointment to this position will be subject to California DOJ fingerprinting and a thorough background check.

If special accommodations are necessary at any stage of the examination process, please provide the Human Resources Department with advance notice and every attempt will be made to consider your request.

As required by law, all public employees are designated as Disaster Service Workers. As such, all City of Walnut Creek employees may be called upon to assist in the event of fire, flood, earthquake, or other natural or man-made disasters.

Please see the class specification at www.walnut-creek.org for a complete description of this classification's representative duties, requirements, working conditions, and physical requirements.