COMMISSION EXECUTIVE ASSISTANT I

job description

JOB DESCRIPTION

The Department of City Planning is seeking to fill one Commission Executive Assistant (CEA) I through a transfer or paygrade advancement. The CEA I is assigned to the Department’s Commission Office and will regularly attend and staff in-person Citywide and/or Area Planning Commission meetings. The Department of City Planning Commission Office oversees Nine Commissions and a total of 49 Commissioners, executing roughly 75-100 meetings each year.

Commissioners serve as the decision makers on land use entitlements, historic protection nominations, and appeal cases. Each CEA is assigned between two and four Commissions.

DUTIES OF THE POSITIONS

The duties of the CEA I in the Commission Office include, but are not limited to, the following:

? Compose and release Commission agendas for regular, special and/or emergency

meetings in accordance with the State Brown Act and other legal requirements.

? Coordinate with City Planning staff in various divisions for submission of staff reports,

presentations, and other documents for meeting agendas and distribution to the

Commissioners, Department management, and City Attorneys.

? Prepare meeting scripts for scheduled meetings and draft possible motions for items on the agenda.

? Oversee/manage the reservation of the physical meeting venues or schedule and/or conduct virtual/hybrid meetings when applicable; ensure proper set-up for Commission meetings which may include preparation of packets of materials for Commissioners prior to meetings, purchase and arrange refreshments for the Commissioners for onsite meetings, ensure Commissioners have the proper tools to log on and attend online meetings when applicable, and ensure security is present at the meeting venues.

? Set up, attend and staff scheduled Commission meetings at a physical venue in the mornings and/or evenings between two and five times each month. Ensure compliance on procedural matters, including Brown Act requirements and Robert’s Rules of Order.

? Facilitate hybrid participation and remote access to in person meetings using meeting software such as Zoom. When necessary CEAs will also convene and operate remote meetings entirely over Zoom.

? Address inquiries from members of the public at Commission meetings.

? Call for official votes and record actions of the Commission during meetings to prepare minutes of the Commission meetings for publication on the Department and City website.

? Prepare Letters of Determination (LOD) in accordance with the Commission action, and coordinate with the planners assigned to the project.

? Manage and coordinate Commission meeting calendars to ensure a quorum exists.

? Conduct administrative functions for the Commission, such as maintaining

regular/electronic mail received and reappointment letters, etc.

? Prepare monthly expense accounts for submittal to the Controller’s Office.

? Upload and/or approve transmittals to the City Clerk via the PrimeGov System.

? Use Google Docs to collaborate and finalize document deliverables.

? Update the Planning and Case Tracking System (PCTS) with updated case information.

? Must be able to lift at least 15 to 30 lbs., such as case files, bins/boxes, tables and

chairs.

? Provide assistance and information to the general public, other governmental agencies; answer phone calls and respond to emails from the public.

? Perform other duties and responsibilities as may be assigned by the Supervisor or

Management.

WORK SCHEDULE:

5/40 and 9/80 available

TELECOMMUTING:

Staff are required to work from the office at a minimum of two days a week and can

telecommute the remaining days of the week.

How to apply

This opportunity is open to all current City employees who meet the requirements of a the CEA class:

Two years of full-time paid experience as a Secretary, or in a class at that level in office clerical work.

Interested candidates are requested to send a resume and completed and signed City

application to per.planning@lacity.org with the subject line of “Commission Office - CEA” no later than 4:30 pm on Thursday, March 13, 2025.

Method of Candidate Evaluation:

Depending on the number of applications received, a screening process may be used to identify the most qualified candidates. Only qualified candidates will be invited to participate in the interview process.

Final selection will include the review of candidates’ application/resume, personnel folder, past work history, attendance records, written test (if applicable) and an oral interview to evaluate the skills, knowledge, abilities, and qualifications of the candidates.

Emergency Appointment

An emergency appointment is not a regular appointment. It is a temporary appointment which does not require that you successfully compete in the Civil Service examination process. The appointment may not exceed one year and must be terminated immediately when a regular appointment can be made from an eligible list. No emergency appointment can exceed one year. (City Charter Section 1013).

Closing Date/Time: 3/13/25

• 

• City of Los Angeles

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