Executive Assistant II (Police Department)

City of Beverly Hills, CA - Beverly Hills, CA

Full-time$62,000 - $76,000 a year
Job Summary

PLEASE NOTE: The apply button is currently disabled. The application filing period for this recruitment begins Thursday, January 3, 2019 at 9:00 a.m. PDT and will close on Friday, January 4, 2018 at 11:59 p.m. PDT.
Online applications only. Late submissions will not be accepted.

Who We Are
The City of Beverly Hills has a long-standing reputation for providing superior customer service to residents, businesses, and visitors. This characteristic, combined with outstanding staff in all departments, has been a hallmark of success for this high performance organization. The municipal government (approximately 1,080 full-time and part-time employees) provides the highest quality safety services, recreational, municipal services, and physical environment.

What We Do
The Beverly Hills Police Department is responsible for safeguarding the lives and property of City residents. The department is a leader in early response times and its dedicated officers work with the community to keep neighborhoods safe. The BHPD values its reputation as an agency that earns the public trust through efficient, impartial police service.

What We're Looking For
The City of Beverly Hills is seeking a qualified candidate for Executive Assistant II position. The incumbent will be responsible for carrying out administrative functions and activities for the Police Department and for coordinating work with other staff members to ensure a smoothly operating office in a highly sensitive and dynamic environment. The position requires regular collaboration and communication with stakeholders and the public. The incumbent of this position will be required to exercise a high degree of judgment, tact, and discretion to perform complex, diverse, and confidential duties in support of the Department. The incumbent must be resourceful and show initiative in learning new programs and processes required in completing the tasks at hand.

Selection Process
All applicants must submit clear, concise and complete information regarding their qualifications for the position, including detailed responses to all supplemental questions. Resumes will not be accepted in lieu of the application or supplemental application materials.

The selection process will consist of the following components:
Written Exam
Oral Interview
Note: The eligibility list established from this recruitment may be used for other departments and/or to fill a position of a lower classification.

Detailed Job Description

For major duties and requirements including knowledge, skills, & abilities, please see link:

This position represented by the City's Confidential Employees Association and is covered by the negotiated terms and conditions of that Association's Memorandum of Understanding (MOU). The City provides a generous compensation and benefits package, including CalPERS 2.5% @ 55 for classic members and 2.0% @ 62 for new members, $2,150/month towards health insurance (with option of up to $500/month as taxable cash), a monthly contribution of $60.00 to a deferred compensation account, a monthly contribution of $150.00 to a RHS account for retiree medical savings, Paid Time Off and vacation accruals with the option for annual cash-outs. Additional details may be found in the Confidential MOU, a copy of which is located at www.beverlyhills.org/mou.
Background Investigation

The final step of the selection process requires a thorough police background investigation. The background investigation will include a comprehensive investigation of the candidate's background which includes, Department of Justice (DOJ) and Federal Bureau of Investigation (FBI) background check, education and employment history (including a credit, criminal and DMV review), personal statement, employment and personal reference check.

Verification: Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. Note: Falsifying one's education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City of Beverly Hills.

Disaster Service Workers: All City of Beverly Hills employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.
Major Duties

General – All Positions:
Receive, screen and respond to incoming calls and correspondence; obtain relevant information needed to provide exceptional customer service.
Assist the public to understand and locate appropriate information sources and materials of interest and access and fill out appropriate forms and service requests.
Act as liaison to other City departments, community organizations and other public agencies.
Prepare correspondence, forms, reports and statistical charts using word processing software that is similar to the Microsoft Office suite of software such as Microsoft Word, Excel, Access and Power Point.
Proofread materials for clerical accuracy, spelling, syntax, grammar and clarity.
Prepare purchase orders; monitor procurement transactions for budget compliance; maintain/reconcile petty cash accounts; and process accounts payable/invoice actions.
Receive, open, date stamp, screen and distribute incoming mail and processes outgoing mail.
File and maintain a variety of records and forms.
Make travel arrangements.
Operate a variety of routine office equipment in the performance of assigned tasks.
Order and issue office supplies and services.
Perform directly related duties as deemed necessary and/or assigned.

City Department or Major Division:
Provide general administrative support for a department head, senior manager, and City commission or committee
Arrange, schedule and support logistical requirements for inter and intra-department meetings; prepare agendas and topical materials.
Prepare and distribute agendas, materials and packets for commission and committee meetings.
Prepare public notices for official meetings in compliance with the Brown Act and City administrative policies, procedures and regulations.
Serve as the official secretary/recorder during commission/committee meetings; prepare and submit action minutes for approval.
Process official public information requests in accordance with State law and City administrative regulations and policies.
Process, store and retrieve official City records in accordance with State law and City administrative regulations and records management policies.
Prepare and distribute meeting notes and follow-up action requests; monitor follow-up action requests.
Maintain weekly and daily calendars.
Serve in any of a variety of department representative roles (e.g. training liaison/coordinator, webmaster).
Process timecards and personnel action reports.
Serve as a budget coordinator/assistant for a major department or division with lead responsibility for: scheduling budget preparation activities to comply with the City's budget preparation calendar; compiling and organizing information/data regarding expenditure trends and program goals and objectives; and preparing budget forms, proposals, and narrative descriptions. May serve as budget coordinator while working as a member of a departmental budget team.
Plan, organize and coordinate significant administrative support projects – normally requiring extensive interaction with other City Departments and/or community organizations (e.g. on-going records management, updating administrative regulations and policies, preparing annual reports, creation and maintenance of data bases, employee recognition programs).
Serve as principal coordinator of human resource services for a major department or division including overall responsibility for payroll, performance evaluation, processing and monitoring of personnel actions, assistance in recruitment/selection processes.
May or may not exercise lead or technical supervision over full-time and part-time clerical personnel and interns.
Minimum Qualifications
Two years experience comparable to an Executive Assistant I.
Knowledge, Skills & Abilities

Knowledge of:
Business office organization principles, practices and methods.
Records management principles, practices and methods.
Customer service principles, practices and methods.
Comprehensive understanding of department functions, services, policies, practices and procedures.
Comprehensive understanding of City budget and procurement policies, procedures and practices
Principles of project leadership/coordination.

Skills and abilities:
Organize equipment, systems and business office services to achieve internal and external customer service goals and objectives. Communicate effectively with all departments, work units and community groups/organizations.
Plan and organize information in a manner that facilitates public review and discourse.
Work effectively with volunteers, committees and commissions.
Lead and train less experienced administrative support/clerical personnel.
Learn and apply complex business office financial, human resource, procurement customer contact records.
Plan, organize and oversee customer and business office services including offices business systems and practices, human resources and special projects.

Other requirement:
Work is primarily performed indoors in a busy office environment. Must be able to handle a high volume of work and meet deadlines.
City of Beverly Hills
455 North Rexford Dr.
3rd Floor
Beverly Hills, California, 90210
(310) 285-1067