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| DEFINITION: |
| Performs a wide variety of responsible, complex and confidential administrative duties in support of the City Manager, Assistant City Manager and City Council; performs duties that require considerable confidentiality, initiative, tact, mature and independent judgment; strong interpersonal and organizational skills; coordinates meetings and activities with other departments and outside agencies. This position works directly with the Management Analyst in the City Manager’s office to perform a vast array of projects including press releases. |
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| DISTINGUISHING CHARACTERISTICS, FEATURES, REQUIREMENTS: |
| This is a full-time, exempt management position. It is distinguished from other administrative positions due to the professional support provided to the City Manager’s office and to the City Council. |
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| SUPERVISION EXERCISED AND RECEIVED: |
| Receives general direction from the City Manager, Assistant City Manager and IT Manager. |
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| IMPORTANT AND ESSENTIAL DUTIES: |
| Assists and supports the City Manager, Assistant City Manager and City Council by carrying out administrative assignments; initiates and responds to written and verbal correspondence; composes, edits and distributes correspondence and provides excellent customer service; provides information to other city departments, community organizations, committees, and the public involving specialized and technical subject matter; establishes and maintains comprehensive and confidential files on personnel, policies, records, reports, reference materials, codes, ordinances and communications; arranges and coordinates conferences; researches information; makes travel arrangements for department head and/or other city personnel; operates and assists staff on the proper use of computers and other technological devices; develops recommendations for improving departmental operations and procedures; prepares requisitions and purchase orders, and assists with staff reports, resolutions, routine documents and other forms of communications; prepares complex statistical, financial, administrative and budget reports. In addition, this position is responsible for processing and logging risk management claims and assisting HR, the City Attorney and City Clerk with administrative tasks. |
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| JOB-RELATED QUALIFICATIONS: |
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| Knowledge, Skills and Abilities: |
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| Knowledge of: the organization and structure of municipal governments; modern office terminology and procedures; telephone techniques; time management techniques; human relations and organizational skills; letter and report composition, grammar and punctuation; computer software applications including word processing, spreadsheets and database programs. |
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| Ability to: demonstrate tact and discretion in preparing, disclosing and handling information of a confidential, controversial and sensitive nature; establish work priorities and remain flexible; efficiently respond in a calm and effective manner to a variety of demands and projects; demonstrate effective verbal and written communication skills; meet established deadlines; understand and interpret laws, procedures, codes, policies and guidelines; coordinate information, arrangements and correspondence with minimum review; establish and maintain good working relationships with all levels of the organization and the public; communicate clearly and distinctly with visitors and telephone callers; provide courteous information and service to the public and other city staff; organize and maintain complex record and filing systems; type accurately at a speed necessary for completing documents as needed; prepare a variety of documents, reports and records; work independently and make sound decisions. |
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EDUCATION AND TRAINING GUIDELINES:
Any combination equivalent to experience and education that could likely provide the required knowledge, skills and abilities would be qualifying. A typical way would be: |
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| Education: Equivalent to completion of high school. An Associate’s Degree in Business Administration is desirable and may substitute for some of the work experience requirement. Post high school or specialized office procedure training is desirable. Proficient in Microsoft Word, Excel and PowerPoint. |
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| Experience: Four years of increasingly responsible experience involving at least one year of administrative office support services to a manager at an executive, division or department head level. |
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| SPECIAL REQUIREMENTS: |
| Ability to learn, retain and use technical terminology, equipment and computer applications. Ability to remain calm in difficult situations and maintain mental alertness and stamina to perform routine and specialized duties for long periods of time. |
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| LICENSES, CERTIFICATES, REGISTRATION: |
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| Licenses: A valid Class C California Driver’s License is desirable. |
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