Executive Assistant to the City Manager Job at City of Cupertino, CA in Cupertin

Description The City of Cupertino is currently recruiting for an Executive Assistant to the City Manager. Under general supervision, this position provides high-level administrative support to the City Manager, ensuring smooth operation and communication within the City Manager's Office. This role involves managing a broad range of responsibilities, including calendar management, correspondence, project coordination, and interaction with department heads, city council members, and community leaders, and performs related work as required. Class Characteristics This is a single-position classification. It is distinguished from other administrative support classes in that the position provides highly sensitive and confidential support to the City Manager. Responsibilities require the exercise of independent judgment, technical knowledge of the specific area of assignment and of overall City and community activities. Supervision Received and Exercised Receives general supervision from City Manager. Provides technical and functional direction to administrative and clerical positions. Essential Duties Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Perform a wide variety of executive secretarial and administrative duties including serving as the primary point of contact for the City Manager, screening and managing communications, including emails, phone calls and in-person interactions. Maintain strict confidentiality with sensitive information, overseeing all matters with discretion and professionalism. Manage and coordinate the City Manager’s complex calendar, scheduling meetings, conferences, and appointments, ensuring efficient use of time and alignment with city priorities. Represent the City to the public, businesses, Council members and other agencies at the request of the City Manager. Review and summarize miscellaneous reports and documents; prepare background documents, as necessary. Research and analyze routine administrative projects for the City Manager and executive team; prepare first draft reports on routine administrative matters. Receive and distribute incoming mail; review and evaluate mail to identify those items requiring priority attention of the City Manager. Process payment of invoices. Provide follow-up to assignments given to management staff by the City Manager; provide status reports to the City Manager. Prepare high-quality correspondence, reports, presentations, and briefing materials, ensuring accuracy and professionalism. Make travel arrangements for the City Manager and City Council; maintain appointment schedules and calendars for the City Manager and City Council; arrange meetings and conferences. Attend Management, City Council committee and other meetings and take minutes, as directed by the City Manager. Performs other duties as assigned. Qualifications Knowledge of: Local government organizational structure, operations and protocols and regulatory requirements. Codes, policies, regulations and procedures related to the City Manager’s office and other departments affecting the operation of the City. Basic supervisory principles and practices. Basic mathematical computations, accounting and record keeping. Basic budgeting theories and principles. Skill in: Teamwork and developing consensus. Creative and innovative techniques for performing assignments. Proficient in Microsoft Office Suite, project management tools, and virtual meeting platforms. Exceptional communication skills, both written and verbal, with a demonstrated ability to interact effectively with all levels of an organization and the public. Ability to: Perform technical, specialized, complex and difficult office administrative work requiring the use of independent judgment. Manage sensitive and confidential information with integrity and discretion. Adapt quickly to changing demands, competing priorities and maintain a high level of productivity. Manage multiple priorities in a high-pressure time sensitive environment utilizing strong organizational and time management skills. Interpret and implement policies, procedures and computer applications related to the department or organizational unit to which assigned. Use strong problem-solving skills and a proactive approach to identifying and addressing challenges. Perform basic research and preparing reports and recommendations. Oversee projects or programs and/or supervise, monitor, and evaluate the work of staff. Use initiative and independent judgment within established policy and procedural guidelines. Provide complex office administrative support in the areas of procurement, budgeting, report preparation and staff communication. Effectively use Microsoft Office Suite and specialized software applications programs. Use English effectively to communicate in person, over the telephone and in writing. Establish and maintain effective working relationships with those contacted in the course of the work. Provide excellent customer service to City leaders, employees, and the public. Use strong organizational and time-management abilities, with a capacity to handle multiple priorities in a high-pressure environment. Education and Experience Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: Graduation from an accredited four-year college or university; or Completion of two (2) years of college-level coursework in business or a field related to the work and four (4) years of office administrative experience reporting to a high-level manager. Licenses and Certifications Specified position must possess and maintain a valid California class C driver’s license and a satisfactory driving record. Physical Demands Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and 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, typewriter 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 up to 25 pounds. Environmental Elements 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 and Selection Process If you are interested in this opportunity, please submit your City of Cupertino employment application to Human Resources no later than 5:00 p.m., November 22, 2024. Applications must be filled out completely. Failure to complete the supplemental application will disqualify the applicant from the recruitment process. Failure to list work experience or stating “See Resume” in the work experience section of the application will be considered an incomplete application and subject to rejection. Resumes may be attached separately. Electronic applications may be submitted online through the City’s employment page at https://www.governmentjobs.com/careers/cupertino , or application materials may be submitted to: Human Resources, 10300 Torre Avenue, Cupertino, CA 95014. Late applications will not be accepted. Applications will be screened according to the qualifications outlined in this job announcement. Applicants possessing the most desirable qualifications will be invited to continue in the selection process, which may include a written examination and/or panel interview. An eligible list will be established as a result of this process and will remain in effect for 3 months from the date established and may be extended up to one year. Additional Information The City of Cupertino is an equal opportunity employer and does not discriminate in employment on the basis of a person’s race, religion, color, sex (including gender and pregnancy), sexual orientation (including heterosexuality, homosexuality, and bisexuality), national origin, ancestry, citizenship status, uniformed service member status, marital status, age, medical condition, genetic characteristics, and physical or mental disability. Candidates with a disability, which may require special assistance in any phase of the application or testing process, should advise City of Cupertino Human Resources upon submittal of application. Documentation of the need for accommodation must accompany the request. The information contained within this announcement may be modified or revoked without notice and does not constitute either an expressed or implied contract. #J-18808-Ljbffr