Senior Executive Assistant

Description and Essential Functions

Connected by Amazing Employees

Open until the needs of the City have been met. Applicants are encouraged to apply immediately. First round of applicant reviews will take place 3 weeks after open.

The City of Murrieta is accepting applications for the position of Senior Executive Assistant to fill one (1) current vacancy in our City Manager's Department. The eligibility list established may be used to fill upcoming vacancies within this classification for up to one (1) year.

DESCRIPTION
Under direction, provides executive and confidential support to the City Manager, including handling confidential materials and complex citizen and employee relations; conducts special projects; acts as the first point of contact for the City Manager and the public to resolve issues and concerns; provides information to the public and staff requiring considerable knowledge of City and department services, policies, and procedures; manages the office administrative functions of the City Manager's Office; performs technical support work related to the responsibilities of the City Manager; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED
Receives direction from the City Manager. May provide technical and functional direction over and provides training to lower-level staff.

CLASS CHARACTERISTICS
This is a single position and highest-level administrative support series assigned to the City Manager's Office and is responsible for performing the most complex work assigned to the series. Incumbents regularly work on varied and complex tasks, requiring considerable discretion and independent judgment. Positions in the classification rely on experience and judgment to perform a variety of administration and project coordination support work for the City Manager, City Council, Department Heads, and associated staff. Assignments are given with general guidelines, and incumbents are responsible for establishing objectives, timelines, and methods to deliver services and complete assignments. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements.

ESSENTIAL FUNCTIONS

Management reserves the right to add, modify, or remove job duties as necessary and will make reasonable accommodations to enable qualified individuals to perform the position’s essential functions. The omission of a specific duty does not preclude it from being assigned if it is similar, related, or logically aligned with the role’s overall responsibilities .

• Provides administrative support to the City Manager, Assistant City Manager, and City Council by assisting with duties of an advanced, complex, sensitive, and confidential nature
• Screens and directs incoming mail and email communications between the City Manager, Assistant City Manager, and City Council; determines priority level and routes incoming correspondence, reports, and requests; acts as the liaison between the City Manager’s Office, Department Heads, managers, staff, and the public, coordinating resolutions and following up with staff when appropriate
• Coordinates and maintains multiple calendars and arranges meetings, travel and conferences for the City Manager, Assistant City Manager, and City Council; coordinates expense reimbursements
• Receives and screens visitors, telephone calls, emails, and regular mail; provides information to the public to ensure an understanding of departmental and City policies and procedures and handles issues that may require sensitivity and use of sound independent judgment; listens to questions and explains procedures according to existing guidelines; refers matters to appropriate City staff and/or takes or recommends resolution; conducts follow-up to ensure issue has been appropriately handled
• Composes, types, and edits a variety of documents including detailed and often confidential correspondence, forms, memos, reports, statistical reports, invitations, graphic materials, and specialized documents for the City Manager and other management and department staff from rough draft, dictation equipment, handwritten copy, verbal instructions, or from other material; proofreads materials for accuracy, completeness, compliance with departmental policies, format, and English usage, including grammar, punctuation, and spelling; inputs and retrieves data and text using a computer
• Prepares and monitors agreements/contracts initiated through the City Manager’s office; creates purchase orders and prepares warrants and payment logs needed for vendors
• Schedules and maintains City Hall and Council Chamber conference room calendars; arrangements for City Council meetings; stocks supplies
• Coordinates and participates in the preparation of the department’s budget; reviews and ensures accuracy of budget documents; processes payment authorizations for City Manager and City Council invoices; tracks, enters, and maintains purchase orders in financial database system
• Designs and implements file, index, tracking, and record-keeping systems; research records within areas of assigned responsibility to prepare reports and provide follow-up information to customer and staff inquiries; organizes and maintains various administrative, confidential, and files and records for the City Council and City Manager’s Office
• Provides a variety of support to City committees; may prepare and distribute agenda packets, attend meetings, and prepare minutes, and follow up on decisions as required
• Provide technical and functional direction to and train assigned subordinates to ensure office workflow is maintained, and office goals are metassigns work according to changes in workload priorities; evaluates office and administrative functions to recommend changes in office procedures
• Observes and complies with all City and mandated safety rules, regulations, and protocols
• Completes and performs other duties and special projects as assigned

Minimum Qualifications

EDUCATION AND EXPERIENCE

Any combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered qualifying. A typical way to obtain the required qualifications includes:

• High School Diploma or equivalent (GED), supplemented by college-level coursework and/or specialized secretarial courses and;
• Five (5) years of responsible administrative office support experience assisting executive management or a high-level official, including office management

LICENSES AND CERTIFICATIONS

• Ability to travel to meetings, trainings, site visits, and special events throughout the City may be required. Employee must have access to reliable transportation as needed.
  

SPECIAL REQUIREMENTS

Must successfully complete a comprehensive background investigation, which includes a state and federal fingerprint-based background check (Live Scan), and a non-safety pre-employment physical.

Knowledge, Skills and Abilities / Physical Demands and Environmental Conditions

KNOWLEDGE OF

• Practices and methods of office management and administration, including the use of standard office equipment
• Organization and function of public agencies, including the role of an elected City Council Member appointed to boards, commissions, and committees
• Applicable Federal, State, and local laws, rules, regulations, ordinances, and organizational policies and procedures relevant to the assigned area of responsibility
• 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
• Principles of providing functional direction and training
• City and mandated safety rules, regulations, and protocols
• 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, including computers and software programs relevant to work performed
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff

ABILITY TO

• Maintain confidentiality and discretion in handling and processing confidential information and data
• Perform responsible administrative support work with accuracy, speed, and general direction
• 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
• Understand and carry out complex oral and written directions
• Research, analyze, and summarize data and prepare accurate and logical written reports
• Make accurate arithmetic, financial, and statistical computations
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work
• Effectively provide staff leadership and work direction
• Establish and maintain a variety of filing, record-keeping, and tracking systems
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed
• Plan, organize, and coordinate the work of assigned staff
• Independently organize own work, set priorities, and meet critical time deadlines, and follow-up on assignments
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines
• Effectively use computer systems, software applications relevant to work performed, 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
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; 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. This is primarily a sedentary office classification although standing and walking between work areas may be 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 occasionally bend, stoop, kneel, reach, 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 weighing up to 25 pounds.

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.

Supplemental Information

APPLICATION PROCEDURE
A City application form and resume must be submitted online. Applicants can apply online at www.MurrietaCA.gov .

SELECTION PROCESS
Candidates must clearly demonstrate through their application materials that they meet the employment standards outlined above. All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process. Examinations for the position may consist of any combination of appraisal interviews, performance tests, and writing exercises to evaluate the applicant's skill, training, and experience for the position. Successful applicants will be placed on an eligibility list. The City may also merge lists. The selected candidate(s) must successfully complete pre-employment clearances, which include a pre-hire physical and Live Scan background investigation.

EQUAL EMPLOYMENT OPPORTUNITY
The City of Murrieta is committed to providing equal employment opportunities to all employees and applicants for employment. All employment practices such as recruitment, selection, and promotions are administered in a manner designed to ensure that employees and applicants for employment are not subjected to discrimination on the basis of race, color, religion, sex, sexual orientation, national origin, age (over 40), marital or veteran status, genetic information, gender identity, gender expression, medical condition, disability, or any other basis that is inconsistent with federal, state or local laws.

THE COMMUNITY

Located just north of San Diego County, the City of Murrieta is home to approximately 120,000 people. Central to all of Southern California, residents of Murrieta live in one of the safest cities in the U.S. With top-ranked schools, 53 parks, and 1,300 acres of parks, trails, and open space, it is consistently ranked the top place to live in SW Riverside County. With a dynamic business environment, one of the lowest unemployment rates in the state, and a high median income. Murrieta offers its residents an exceptional quality of life in an engaged and connected community.

FLSA Status: Non-Exempt
Organization: Unrepresented

Adopted: 8/1/2023

MANAGEMENT PROFESSIONAL & CONFIDENTIAL

The following is a summary of the benefits provided to full-time employees in this un-represented group. For further information, please refer to the unit's Salary Resolution or Agreement .

• RETIREMENT : The City participates in the California Public Employees' Retirement System (CalPERS).
  • Tier 1 (Classic Members hired prior to 12/30/2012)
    • Formula: 2.7% at 55
    • Member Contribution: 8.0% of compensation
    • Final Compensation: Highest twelve (12) consecutive month period
  • Tier 2 (Classic Members hired on or after 12/30/2012)
    • Formula: 2.0% at 60
    • Member Contribution: 7.0% of compensation
    • Final Compensation: Highest thirty-six (36) consecutive month period
  • Tier 3 (New Members / PEPRA)
    • Formula: 2.0% at 62
    • Member Contribution: 50% of normal cost (currently 8.0% of compensation)
    • Final Compensation: Highest thirty-six (36) consecutive month period
• MEDICAL INSURANCE : The City contributes up to $1,936.28 per month toward medical insurance for employees and their eligible dependents.
• RETIREE MEDICAL INSURANCE : Please refer to the MPC Compensation Plan for details.
• DENTAL INSURANCE : The City pays for 100% of the premium for the employee and their eligible dependents.
• VISION INSURANCE : The City pays for 100% of the premium for the employee and their eligible dependents.
• LIFE INSURANCE : The City pays for 100% of the premium for a life insurance policy equal to one time an employee's base salary. Additional life insurance is available.
• SHORT-TERM DISABILITY INSURANCE: The City pays 100% of the premium for the employee.
• LONG-TERM DISABILITY INSURANCE : The City pays 100% of the premium for the employee.
• DEFERRED COMPENSATION : Employees are eligible to participate in a deferred compensation plan through Nationwide Retirement Solutions. The City contributes a matching amount to the employee's account on a dollar-for-dollar basis, not to exceed the following amounts.
  • $3,400 per year for Department Heads toward 401a plan.
  • $3,000 per year for Managers towards the 457 plan.
  • $2,000 per year for Confidential towards the 457 plan.
• ANNUAL LEAVE AND HOLIDAYS : 192 hours of annual leave and 117 hours of holiday leave.
• ADMIN LEAVE ACCRUAL : Department Heads and Management staff.
  • Department Heads - 120 hrs per year.
  • Management - 80 hrs per year.
• AUTO ALLOWANCE : $300 per month Department Heads only (Exception Fire & Police Chief)
• FLEX SCHEDULE : Administrative staff currently works a 9/80 alternative work schedule. Other schedule options (5/8, 4/10) may be available based on the City’s operational needs.
• SPANISH LANGUAGE PAY : 2.5% of base pay for eligible members of the association who are fluent in Spanish. Eligibility is based on business necessity.

Note: The provisions of this summary do not constitute an expressed or implied contract. Any provision contained in this summary may be modified or revoked without notice. The types and levels of employee benefits provided, including City contributions toward benefit costs, are subject to change as a result of periodic revisions to the MPC Compensation Plan and the City of Murrieta.

Closing Date/Time: Continuous

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• City of Murrieta

• (951) 461-6087

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