Executive Assistant Job at City of Pismo Beach, CA in Pismo Beach

Salary : $66,812.95 - $81,211.56 Annually

Location : CA, CA

Job Type: Full-Time

Job Number: EA25-1

Department: Police Department

Opening Date: 12/03/2024

Closing Date: 1/5/2025 11:59 PM Pacific

Job Summary

The City of Pismo Beach has an exciting opportunity for the right candidate as the Executive Assistant, supporting the Chief of Police and Police Department. The City is seeking a highly organized and motivated candidate in a fast-paced and dynamic law enforcement environment. This key role requires exceptional administrative skills, discretion, and the ability to manage complex tasks while maintaining a high level of professionalism. The Executive Assistant will play a crucial part in ensuring smooth operations, effective communication, and a seamless workflow within the department. If you are a proactive, detail-oriented individual with a passion for public service, we encourage you to apply and contribute to the safety and success of our community.

Under general direction, provides varied, complex, and confidential office administrative support to assigned Department including handling confidential materials and complex citizen and employee relations; acts as the first point of contact for their assigned department to resolve issues and concerns; distributes community information and social media support; provides information to the public and staff requiring considerable knowledge of City and department services, policies, and procedures; manages the office administrative functions; performs technical support work related to the responsibilities assigned department; and performs related work as required.
Examples of Essential Job Functions

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.

• Provides administrative support to assigned department by assisting with duties of a complex, sensitive, and confidential nature; represents the department at meetings as assigned; acts as a liaison between the Department Head and other staff and the public, coordinating resolutions and following up with staff when appropriate.
• Coordinates and maintains calendars and schedules meetings and appointments for assigned Department Head or Managers; makes travel arrangements as required.
• Coordinates and participates in the preparation of the department's budget; reviews and ensures accuracy of budget documents; processes payment authorizations for their assigned department invoices; tracks, enters, and maintains purchase orders in financial database system.
• Performs a wide variety of office and administrative duties pertaining to the City's public information and communications by performing secretarial duties and technical functions, including drafting and editing informational materials, press releases, social internet publishing, and electronic presentations. Provides assistance to the public and City staff by helping to identify records and information relevant to requests; ensures timely response to all requests and communicates in writing with any requestor in cases of unusual requests that may cause delays in obtaining all requested information; justifies any nondisclosure and/or ensures deletion of any portions that are exempt from the mandate of the Public Records Act.
• Conducts a variety of analytical and operational studies regarding departmental and programmatic activities, including complex operational or administrative issues or questions; evaluates alternatives, makes recommendations, and assists with the implementation of procedural, administrative, and/or operational changes after approval; prepares comprehensive technical records and reports, identifies alternatives, and makes and justifies recommendations.
• 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; listens to questions and explains procedures according to existing guidelines; refers citizens to the appropriate department source as appropriate; identifies, negotiates, and/or resolves solutions to citizen complaints and problems when appropriate.
• 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 assigned department and other management and department staff; proofreads materials for accuracy, completeness, and compliance with departmental policies.
• Participates in overseeing the maintenance of the departments City website.
• Performs technical and clerical functions in support of the City's public information and communications. Supports the assigned department in its scheduling and involvement in local and regional organizations.
• Performs other duties as assigned.

Qualifications

Knowledge of:

• Principles, practices, and procedures related to public agency record keeping.
• Automated and manual records management principles and practices, including legal requirements for recording, retention, storage, and disclosure.
• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility, including Public Records Act, the Freedom of Information Act, and the Brown Act.
• Practices and methods of office management and administration, including the use of standard office equipment.
• 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.
• Modern office practices, methods, and computer equipment and applications.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to:

• Participate in the preparation of department budget, including gathering and analyzing data related to expenditures and projected charges and monitoring budget expenditures and revenues.
• Evaluate and develop improvements in operations, procedures, policies, or methods.
• Maintain confidentiality and be discreet in handling and processing confidential information and data.
• Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local laws, rules, regulations, policies, and timelines, as well as complex administrative and departmental policies and procedures.
• Keep current on modern communications methods, graphic arts and internet publishing techniques and practices.
• 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.
• Research, analyze, and summarize data and prepare accurate and logical written reports.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Operate and maintain modern office equipment, including computer equipment and software applications programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.
• Exercise restraint at appropriate times and communicate with sensitivity in political situations and/or conversations.

Supplemental Information

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:

Equivalent to the completion of twelfth (12th) grade supplemented by college-level coursework and/or specialized secretarial training and five (5) years of increasingly responsible secretarial or administrative experience in a municipal government agency.

Licenses and Certifications:

• Possession of, or ability to obtain, a valid California Driver's License by time of appointment.
• Possession of, or ability to obtain, a Notary Public certification desirable.

Timeline is tentative and may be adjusted as needed. Candidates will be notified in writing and/or by phone if they are selected to participate in the testing/interview process and will be given exact dates of testing at that time.

Testing/Interviews: January 2025
Chief's Interview: January 2025
Background/Polygraph: February/March 2025
Tentative Hire: March/April 2025

The City reserves the right to adjust the recruitment and testing/selection process to best meet the needs of the City. The provisions of this bulletin do not constitute a contract expressed or implied, and any provisions contained in this bulletin may be modified or revoked at any time.

The City of Pismo Beach is an Equal Opportunity Employer.

There are a wide variety of benefits available to City of Pismo Beach employees. These benefits include: health, dental, vision, life insurance, optional life and disability insurance plans, an employee assistance program and a deferred compensation program.

In addition, the City of Pismo Beach grants full time employees sick and vacation leave, and paid Holidays.

The City also participates in CalPERS retirement and Social Security.

The Memorandum of Understanding or Resolutions define the benefit details for each classification.

01

What specific skills or areas of expertise do you consider yourself to be highly proficient in, and how would you apply them as an executive assistant to the chief of police?

Required Question