Executive Assistant

City of Philadelphia - Philadelphia, PA4.0

This is administrative analysis and management work for a Commissioner or Deputy Commissioner. Employees in this class carry out a variety of analytical management and staff assignments pertaining to the responsibilities of the executive.
Work involves analyzing departmental operations for consistency with departmental goals and policies, monitoring organizational and administrative changes designed to achieve city or department-wide service objectives, and representing the executive at meetings and conferences. Employees are assigned to one of two functional areas; providing executive staff assistance to a Commissioner or Deputy, or supervising subordinate analysts in a department-wide administrative analysis function.
This class differs from other administrative staff and analytical positions by (a) the degree of delegated authority to perform tasks such as the reviewing of operational and administrative programs, (b) the authority to recommend corrective administrative action, and © the authority to coordinate, on behalf of the executive, the provision or alteration of program services. Work is performed under the direction of a Commissioner or Deputy Commissioner.

Union Code N. Non-Represented
FLSA Code Exempt
Minimum Requirements
Minimum Training, Education & Experience
The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Candidates must meet requirements within 30 days after the last date for filing applications.

1. Presently employed by the City of Philadelphia with permanent Civil Service status and a Performance Rating of Satisfactory or higher;


2. EDUCATION: Completion of a bachelor’s degree from an accredited college or university.


3. GENERAL EXPERIENCE: Two years of general administrative or technical experience involving research and analysis or program evaluation.


4. SPECIFIC EXPERIENCE: Two years of administrative, program or personnel analysis, or administrative staff support work at the full performance level.

Physical & Medical Requirements
Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

Required Licenses & Certifications
Other Requirements
Candidates MUST submit a copy of their official college or university transcript(s) indicating completion of the educational requirement at the time of application. Transcripts MUST indicate conference of the appropriate degree. Candidates with a degree from foreign colleges or universities must submit proof of degree as certified by a professional evaluation service.

If you have ever submitted a paper transcript for any City of Philadelphia civil service examination, you have to submit another transcript

Option 1 – Upload a paperless transcript – One time only!

You may upload transcripts into your account, and attach a transcript with this application. Once the transcript is uploaded to your account, it may be attached to all future applications. Attaching your transcript will save you time and money if you apply for an examination in the future, and you will be assured that your transcript cannot be misplaced.

Your transcript should be uploaded and attached to your application before it is submitted. It cannot be uploaded or added to your application electronically after your application has been submitted.

Option 2 – Submit a paper transcript – Separate transcript required for each application
If you submit a paper copy of a transcript, the transcript will be used for this application only. You will have to submit transcripts again whenever you apply for an examination in the future. Paper transcripts will not be retained and will not be returned to applicants.

Mailing address for paper transcript and other required materials (DD-214, licenses, certifications, etc.):
City of Philadelphia
Office of Human Resources
1401 J.F. Kennedy Boulevard
Municipal Services Building, Room 1530
Philadelphia, PA 19102
Attention: Cornell Q. Weaver

Equivalency Statement(s)
Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources, which has included the specific experience and a bachelor’s degree as an educational minimum.

Application Details
Application Procedures
The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to faqpchr@phila.gov. For more information, go to: www.phila.gov/humanrelations

The City of Philadelphia is committed to ensuring access to Civil Service examinations by providing appropriate accommodations for candidates with documented medical or religious reasons. Candidates may request an accommodation for a Civil Service examination by contacting the Equal Employment Opportunity / Affirmative Action Unit of the Mayor’s Office of Labor Relations at 215-683-5085. The accommodation process is interactive and requires cooperation and communication between the applicant requesting a test accommodation and the EEO Unit. Decisions will be made on a case-by-case basis using the required documentation that is submitted. Requests are to be made in a timely manner prior to the scheduled date of the Civil Service examination.

Only an on-line application will be accepted for this exam. Paper applications will not be accepted.

Computers are available in the 3-1-1 Walk-In Center located in Room 167 of City Hall (Weekdays from 9 AM to 5 PM) and at your local Philadelphia Free Library branch.

For inquiries regarding City employment, contact the Office of Human Resources Monday through Friday between 8 AM and 4 PM by telephone at 215-686-0880 or by email at hrhelpdesk@phila.gov

ALL Applications must be received by the end of business on January 25, 2019.

Your application will be rejected and you will be disqualified from competing in this examination if you:
1) Do not provide your complete and accurate social security number.
2) Attempt to practice fraud or deception in the preparation of this application

All correspondence and notifications will be sent to your e-mail address or postal address listed in the contact information (address, phone #, e-mail) of your account profile. Your contact information will be automatically updated each time you submit an application for employment. It is your responsibility to change your contact information and to ensure that it is correct

If you provide an e-mail address, all correspondence regarding this examination will be sent to you by e-mail. You should add Phila.OHR@phila.gov to your address book or list of trusted contacts to prevent notices from being marked as spam by your e-mail provider.

Please call the Office of Human Resources at 215-686-0880 or email hrhelpdesk@phila.gov if you have any questions.

Information concerning employment with the City of Philadelphia may be found at:

Facebook @CityofPhiladelphiaJOBS
Twitter @PHLCityJobs

Notes to Applicants

CITY-WIDE PROMOTIONAL: Departmental and interdepartmental promotional eligible lists will be established as a result of this examination. An appointment in any department may be made from either one of the above-established promotional lists as deemed appropriate by the appointing authority.

Candidates who pass the exam and are placed on the civil service list will be retained on the list for a minimum of one year and a maximum of two years after the establishment of the Eligible List.

PREFERENCE FOR PHILADELPHIA RESIDENTS: Candidates who have maintained a bona fide residence in Philadelphia for at least one year prior to the date of the civil service examination shall have priority over all other persons receiving an identical test score.

To receive such preference, candidates must respond to the question regarding residence later in this form. If an applicant does not respond to the appropriate residence question, it will be assumed that the applicant does not qualify for residence preference. Eligibility for residence preference must be determined by the date of the test administration. No requests for residence preference will be granted after the test administration.

Projected Exam Date
This written examination will be scheduled for March 15, 2019. Please note that this examination date is subject to change.

In the event of bad weather conditions which may lead to exam delays or cancellations, test takers must check the status of the exam by contacting the City of Philadelphia’s 3-1-1 Information Center by dialing 3-1-1, or (215) 686-1776, or Follow us on Twitter: @PHLCityJobs for information. You may also contact the analyst, Cornell Q. Weaver at 215-686-2387.

A Published List of Candidates and/or an Eligible List is planned for the week of April 1, 2019. Please note that this date may change.

An Eligible List may be established simultaneously with the Published List of Candidates (when an immediate need to hire exists) or upon first certification request by the hiring authority.

Test Review
In accordance with Civil Service Regulation 9.091B, candidates will have 30 days after the results have been mailed to review their test and to file appeals to the key answers. Call 215-686-0880 if you wish to schedule a Test Review.

Assigned to (view only)
Assigned to Cornell Q. Weaver
Parts & Weights
Part Written Multiple-Choice Examination
Weight 90%
Parts & Weights
Part Seniority Rating
Weight 10%