What are the responsibilities and job description for the Executive Assistant position at City of Pico Rivera?
JOB
EXECUTIVE ASSISTANT(Parks & Recreation Department)Full-Time, RepresentedOpen/CompetitiveOpen Until FilledThe City of Pico Rivera's vision and values are to safeguard the public's trust through open and transparent business practices that consistently maintain our credibility of strong ethical stewardship of all resources. We strive to provide responsive and consistent customer service to the community and our employees; who we trust to always own the problem and solution of all our business challenges. We recognize that we must engage our workforce in productive and respectful dialogue as our success internally hinges on the dynamic and interdependent partnerships within; thus improving our chances of external success. The goal is to positively impact our community by optimizing and engaging our workforce to improve the human experience and quality of life in the City of Pico Rivera. The City is committed to forging a model of 21st Century government to better serve the community and its employees.The DepartmentThe Parks and Recreation Department oversees Parks and Programs, REACH, Senior Services, Contract Classes, Media and Communications, Special Events, Transportation, and the Pico Rivera Golf Course. The amenities provided by the Parks and Recreation Department are enjoyed by thousands of people every year. The amenities include 100 acres of parks and open spaces, swimming pool, athletic fields, walking paths, Senior Center, and batting cages.The PositionThe City of Pico Rivera is seeking an experienced Executive Assistant to join the Parks and Recreation Department. The Executive Assistant provides administrative and secretarial support to the Parks and Recreation Department; uses independent judgment and initiative in the planning, organization and performance of responsible and confidential secretarial work; serves as point of contact for the Department coordinating communication, information, schedules and activities, tracking activities to ensure appropriate response and/or timely completion. Work is varied, complex, and involves customer service responsibilities as well as professional work such as research, analysis, and report generation. Work will cover assignments dealing with every facet of the Department's operations. Special projects may be assigned from time to time. The Executive Assistant shall be able to work independently with minimal supervision and is directly responsible for timely, accurate production and completion of all assigned work, including the adequacy of the work product. This position reports to and works under the supervision of the Department Director. The Executive Assistant may supervise staff.City employees work a 4/10 schedule from 7:00am to 5:30pm. This position will also be required to work non-traditional hours including nights, early mornings, weekends, and holidays based on emergency response, community group meetings, and City Council meetings and special events (schedule may change based on the needs of the department).
EXAMPLE OF DUTIES
The ideal candidate will possess the abilities to perform the following essential duties: Manage mail, phone calls and visitors ascertaining urgency of issues, addressing those issues and/or routing to the appropriate Department staff member for proper response and follow-up.Schedule and coordinate appointments, conferences, meetings, trainings, special events, maintain appointment calendar and make travel arrangements.Track a variety of matters referred by the public, staff, City Manager and City Council and ensure that response and deadlines are met.Responsible for creating and formatting a variety of written work products, including letters, staff reports, analytical reports, Request for Proposals, agreements, ordinances, resolutions, memorandums, summaries, presentations and other reports.Edit, proofread and correct written materials to ensure correct format, spelling, punctuation, syntax and grammar.Compose and maintain confidential correspondence.Process and track Personnel Action Forms and evaluations for Full-time and Part-time staff.Process and file incident reports.Attend and serve as Secretary to the Parks & Recreation Commission, prepare meeting agenda, take and prepare meeting minutes, and ensure public meeting protocols are followed. In Addition, the position maintains communication between commissioners and the Director.Ad Hoc and other meetings as assigned and prepare corresponding minutes by specific deadlines provided.Provide supervision and lead direction to clerical staff including organizing and assigning work, training and providing performance evaluations.Provide administrative support to the Parks and Recreation Commission, and City Council including the preparation of agendas, correspondence and memos and prepare, copy, and distribute meeting agendas and related materials or other formal documents.Manage and organize employee files, leave requests and other confidential items.Assist with facility reservations/gazebos.Disaster Emergency Floor Coordinator.Primary Administrator for MyRec (Registration Software).Manages new employee emails.Assist in the response to public records requests, public inquiries and internal requests for information.Ensure staff is providing excellent customer service to the public at the front counter and via telephone and ensure that the customer is assisted in a timely and courteous manner.Update or create forms, pamphlets, or checklists to assist applicants, the public and staff.Process, maintain and monitor the department agreements, budget, purchase orders, credit card expenses, membership renewals, and ensure that invoices are processed timely.Make purchases and maintain Department supply inventory. Maintain all Department files and records as required in an organized and useful manner including scanning of current and past documents for records management.Work with and maintain various confidential records including personnel records, correspondence and information, and be responsible for protecting and maintaining the confidentiality of this information.Review Department timesheets and ensure proper data entry into system accordingly.Respond to e-mails, opening and evaluating mail, setting and preparing for meetings and assisting with other support as assigned. Attend meetings as requested and arrange necessary materials to be available.Assist in managing the day-to-day office operations.Assist in filing, scanning, copying and office organization as necessary.Heavy computer/software usage.Manage Department Director's calendar, community room calendar, recreation calendar.Perform related duties as assigned.
SUPPLEMENTAL INFORMATION
A valid Class C California Driver's License or ability to obtain a Class C California Driver’s license within 10 days of hire, and a safe driving record throughout the course of employment. City employees are registered with the Department of Motor Vehicles, Employee Pull Notice Program.Proof of car insurance (to be eligible for mileage reimbursement).Candidates must possess, within 30 days of hire a current American Red Cross (ARC) or American Heart Association (AHA) Infant/Child/Adult CPR, Automatic External Defibrillator (AED), and Community First Aid and Safety certification. Online certifications not acceptable.Veteran's credit will amount to 10 points to be added to the interview score. Proof of honorable discharge must be submitted with the application materials in order to be eligible for veteran's credit. Veteran's who wish to utilize this credit must have served on a full-time basis (not reserve or auxiliary) in the armed forces for a minimum of six months (180 days).TESTING: Written Exam- Qualifying; Oral Interview: 100% Written Examination: May include questions on spelling, vocabulary, punctuation and capitalization, English usage, reading comprehension, number checking, knowledge of payroll, and/or personnel practices, and other factors which are essential for successful performance on the job. Candidates must pass a qualifying test with a minimum passing score of 70% in order to proceed to the oral interview. Depending on the number of successful candidates, the City may consider only the top-ranking candidates for the oral interviews. Oral Interview Examination: Will evaluate the candidates' experience, training, education, and abilities in relation to those factors which are essential for successful performance on the job. FINAL FILING DATE: Recruitment will remain open until the position is filled, however, recruitment may close at any time without prior notice. Selection of applicants will be on a first come, first served basis. As employment applications are received, they will be immediately reviewed. As employment applications are received, they will be immediately reviewed. Based on a review of application materials, the best qualified applicants will be invited to participate in the testing process to further evaluate their job-related experience, education, knowledge, skills and abilities. SELECTION PROCESS: All application materials must be submitted online prior to the final filing date. Based on a review of application materials, the best qualified applicants will be invited to participate in the testing process to further evaluate their job-related experience, education, knowledge, skills and abilities. Resumes will be accepted in addition to, but not in lieu of, the required application materials (such as a copy of high school diploma, G.E.D. equivalent, and/or typing certificate, if applicable). This is a competitive process; therefore, be thorough in your responses. All statements made on the application are subject to verification. False statements will be cause for disqualification, removal from the Eligibility List, or discharge from employment.For more information regarding this recruitment, please email Human Resources, at spena@pico-rivera.org.Note: The provisions of this job bulletin do not constitute an expressed or implied contract. Any provisions contained within may be modified or revoked without notice.Probationary PeriodAll original and promotional appointments shall be tentative and subject to a probationary period of twelve (12) months.Physical/Background CheckUpon conditional offer the selected candidate will be subject to background and reference checks and will be required to satisfactorily complete a post offer physical examination including a drug screen at the City's expense.At-will ClassificationNot applicableEmergency Disaster WorkerCity employees are registered as an Emergency Disaster Worker and must take an oath. In the event of a declared emergency, City employees shall initially remain at work, or if recalled, shall report to work after completing critical personal and family emergency responsibilities. Equal Opportunity EmployerThe City of Pico Rivera is an Equal Opportunity Employer and prohibits unlawful discrimination on the basis of race, religious creed, color, national origin, ancestry, disability (mental and physical), legally protected medical condition (genetic characteristics), marital status, sex, gender, gender identity, gender expression, age, military or veteran status, sexual orientation, genetic information or any other bases protected by federal law (including but not limited to Title VI and Title VII of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973 and the American with Disabilities Act of 1990) state or local law. The City of Pico Rivera does not discriminate, or any other basis protected by law, in its employment policies or practices. Americans with Disabilities Act (ADA) ComplianceThe City of Pico Rivera provides reasonable accommodations for qualified individuals under ADA, considering each situation on an individual basis. Individuals with qualified disabilities who need reasonable accommodation during the selection process must specify the accommodation needed, in writing, for the application and/or interview phase. If you have questions, please contact the Human Resources Department staff: nkatabyan@pico-rivera.org. City of Pico Rivera Human Resources, 6615 Passons Blvd., Pico Rivera CA 90660o Rivera CA 90660
EXECUTIVE ASSISTANT(Parks & Recreation Department)Full-Time, RepresentedOpen/CompetitiveOpen Until FilledThe City of Pico Rivera's vision and values are to safeguard the public's trust through open and transparent business practices that consistently maintain our credibility of strong ethical stewardship of all resources. We strive to provide responsive and consistent customer service to the community and our employees; who we trust to always own the problem and solution of all our business challenges. We recognize that we must engage our workforce in productive and respectful dialogue as our success internally hinges on the dynamic and interdependent partnerships within; thus improving our chances of external success. The goal is to positively impact our community by optimizing and engaging our workforce to improve the human experience and quality of life in the City of Pico Rivera. The City is committed to forging a model of 21st Century government to better serve the community and its employees.The DepartmentThe Parks and Recreation Department oversees Parks and Programs, REACH, Senior Services, Contract Classes, Media and Communications, Special Events, Transportation, and the Pico Rivera Golf Course. The amenities provided by the Parks and Recreation Department are enjoyed by thousands of people every year. The amenities include 100 acres of parks and open spaces, swimming pool, athletic fields, walking paths, Senior Center, and batting cages.The PositionThe City of Pico Rivera is seeking an experienced Executive Assistant to join the Parks and Recreation Department. The Executive Assistant provides administrative and secretarial support to the Parks and Recreation Department; uses independent judgment and initiative in the planning, organization and performance of responsible and confidential secretarial work; serves as point of contact for the Department coordinating communication, information, schedules and activities, tracking activities to ensure appropriate response and/or timely completion. Work is varied, complex, and involves customer service responsibilities as well as professional work such as research, analysis, and report generation. Work will cover assignments dealing with every facet of the Department's operations. Special projects may be assigned from time to time. The Executive Assistant shall be able to work independently with minimal supervision and is directly responsible for timely, accurate production and completion of all assigned work, including the adequacy of the work product. This position reports to and works under the supervision of the Department Director. The Executive Assistant may supervise staff.City employees work a 4/10 schedule from 7:00am to 5:30pm. This position will also be required to work non-traditional hours including nights, early mornings, weekends, and holidays based on emergency response, community group meetings, and City Council meetings and special events (schedule may change based on the needs of the department).
EXAMPLE OF DUTIES
The ideal candidate will possess the abilities to perform the following essential duties: Manage mail, phone calls and visitors ascertaining urgency of issues, addressing those issues and/or routing to the appropriate Department staff member for proper response and follow-up.Schedule and coordinate appointments, conferences, meetings, trainings, special events, maintain appointment calendar and make travel arrangements.Track a variety of matters referred by the public, staff, City Manager and City Council and ensure that response and deadlines are met.Responsible for creating and formatting a variety of written work products, including letters, staff reports, analytical reports, Request for Proposals, agreements, ordinances, resolutions, memorandums, summaries, presentations and other reports.Edit, proofread and correct written materials to ensure correct format, spelling, punctuation, syntax and grammar.Compose and maintain confidential correspondence.Process and track Personnel Action Forms and evaluations for Full-time and Part-time staff.Process and file incident reports.Attend and serve as Secretary to the Parks & Recreation Commission, prepare meeting agenda, take and prepare meeting minutes, and ensure public meeting protocols are followed. In Addition, the position maintains communication between commissioners and the Director.Ad Hoc and other meetings as assigned and prepare corresponding minutes by specific deadlines provided.Provide supervision and lead direction to clerical staff including organizing and assigning work, training and providing performance evaluations.Provide administrative support to the Parks and Recreation Commission, and City Council including the preparation of agendas, correspondence and memos and prepare, copy, and distribute meeting agendas and related materials or other formal documents.Manage and organize employee files, leave requests and other confidential items.Assist with facility reservations/gazebos.Disaster Emergency Floor Coordinator.Primary Administrator for MyRec (Registration Software).Manages new employee emails.Assist in the response to public records requests, public inquiries and internal requests for information.Ensure staff is providing excellent customer service to the public at the front counter and via telephone and ensure that the customer is assisted in a timely and courteous manner.Update or create forms, pamphlets, or checklists to assist applicants, the public and staff.Process, maintain and monitor the department agreements, budget, purchase orders, credit card expenses, membership renewals, and ensure that invoices are processed timely.Make purchases and maintain Department supply inventory. Maintain all Department files and records as required in an organized and useful manner including scanning of current and past documents for records management.Work with and maintain various confidential records including personnel records, correspondence and information, and be responsible for protecting and maintaining the confidentiality of this information.Review Department timesheets and ensure proper data entry into system accordingly.Respond to e-mails, opening and evaluating mail, setting and preparing for meetings and assisting with other support as assigned. Attend meetings as requested and arrange necessary materials to be available.Assist in managing the day-to-day office operations.Assist in filing, scanning, copying and office organization as necessary.Heavy computer/software usage.Manage Department Director's calendar, community room calendar, recreation calendar.Perform related duties as assigned.
SUPPLEMENTAL INFORMATION
A valid Class C California Driver's License or ability to obtain a Class C California Driver’s license within 10 days of hire, and a safe driving record throughout the course of employment. City employees are registered with the Department of Motor Vehicles, Employee Pull Notice Program.Proof of car insurance (to be eligible for mileage reimbursement).Candidates must possess, within 30 days of hire a current American Red Cross (ARC) or American Heart Association (AHA) Infant/Child/Adult CPR, Automatic External Defibrillator (AED), and Community First Aid and Safety certification. Online certifications not acceptable.Veteran's credit will amount to 10 points to be added to the interview score. Proof of honorable discharge must be submitted with the application materials in order to be eligible for veteran's credit. Veteran's who wish to utilize this credit must have served on a full-time basis (not reserve or auxiliary) in the armed forces for a minimum of six months (180 days).TESTING: Written Exam- Qualifying; Oral Interview: 100% Written Examination: May include questions on spelling, vocabulary, punctuation and capitalization, English usage, reading comprehension, number checking, knowledge of payroll, and/or personnel practices, and other factors which are essential for successful performance on the job. Candidates must pass a qualifying test with a minimum passing score of 70% in order to proceed to the oral interview. Depending on the number of successful candidates, the City may consider only the top-ranking candidates for the oral interviews. Oral Interview Examination: Will evaluate the candidates' experience, training, education, and abilities in relation to those factors which are essential for successful performance on the job. FINAL FILING DATE: Recruitment will remain open until the position is filled, however, recruitment may close at any time without prior notice. Selection of applicants will be on a first come, first served basis. As employment applications are received, they will be immediately reviewed. As employment applications are received, they will be immediately reviewed. Based on a review of application materials, the best qualified applicants will be invited to participate in the testing process to further evaluate their job-related experience, education, knowledge, skills and abilities. SELECTION PROCESS: All application materials must be submitted online prior to the final filing date. Based on a review of application materials, the best qualified applicants will be invited to participate in the testing process to further evaluate their job-related experience, education, knowledge, skills and abilities. Resumes will be accepted in addition to, but not in lieu of, the required application materials (such as a copy of high school diploma, G.E.D. equivalent, and/or typing certificate, if applicable). This is a competitive process; therefore, be thorough in your responses. All statements made on the application are subject to verification. False statements will be cause for disqualification, removal from the Eligibility List, or discharge from employment.For more information regarding this recruitment, please email Human Resources, at spena@pico-rivera.org.Note: The provisions of this job bulletin do not constitute an expressed or implied contract. Any provisions contained within may be modified or revoked without notice.Probationary PeriodAll original and promotional appointments shall be tentative and subject to a probationary period of twelve (12) months.Physical/Background CheckUpon conditional offer the selected candidate will be subject to background and reference checks and will be required to satisfactorily complete a post offer physical examination including a drug screen at the City's expense.At-will ClassificationNot applicableEmergency Disaster WorkerCity employees are registered as an Emergency Disaster Worker and must take an oath. In the event of a declared emergency, City employees shall initially remain at work, or if recalled, shall report to work after completing critical personal and family emergency responsibilities. Equal Opportunity EmployerThe City of Pico Rivera is an Equal Opportunity Employer and prohibits unlawful discrimination on the basis of race, religious creed, color, national origin, ancestry, disability (mental and physical), legally protected medical condition (genetic characteristics), marital status, sex, gender, gender identity, gender expression, age, military or veteran status, sexual orientation, genetic information or any other bases protected by federal law (including but not limited to Title VI and Title VII of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973 and the American with Disabilities Act of 1990) state or local law. The City of Pico Rivera does not discriminate, or any other basis protected by law, in its employment policies or practices. Americans with Disabilities Act (ADA) ComplianceThe City of Pico Rivera provides reasonable accommodations for qualified individuals under ADA, considering each situation on an individual basis. Individuals with qualified disabilities who need reasonable accommodation during the selection process must specify the accommodation needed, in writing, for the application and/or interview phase. If you have questions, please contact the Human Resources Department staff: nkatabyan@pico-rivera.org. City of Pico Rivera Human Resources, 6615 Passons Blvd., Pico Rivera CA 90660o Rivera CA 90660