Job Title:
Executive Assistant to the City Manager
Closing Date/Time:
Thu. 01/31/13 5:00 PM Pacific Time
$32.72 – $43.63 Hourly $5,672.00 – $7,562.67 Monthly $68,064.05 – $90,752.06 Annually
Job Type:
Regular Full-Time
City Hall, 250 Hamilton Ave, Palo Alto, California
Reports To:
City Manager
Purpose of Classification
This class is responsible for managing and overseeing a wide variety of confidential, complex and responsible administrative duties for the City Manager.  Incumbents are responsible for researching and compiling information for the City Manager’s consideration, maintaining Council assignments, coordinating staff requests and assembling and reviewing materials for the agenda.
Distinguishing Characteristics
This classification is at the second and highest general administrative level.  Incumbents are responsible for managing and coordinating programs and projects; monitoring budgets, contract management, providing information to internal and external customers, and preparing reports. Incumbents perform work of a complex analytical nature and supervise non-management staff.
Essential Duties:
Essential and other important responsibilities and duties may include, but are not limited to, the following:
  • Supervises clerical support staff to include: prioritizing and assigning work; conducting performance evaluations; ensuring staff is trained; and making hiring, termination and disciplinary recommendations.
  • Represents and supports the City Manager to the public via telephone and personal contact; interacts with executive level management from public and private organizations and entities, department heads, City staff, and the general public; responds to requests for information and assistance; provides information regarding City policies, procedures, rules, and regulations; resolves citizen concerns and complaints.
  • Formulates and administers meeting agendas to determine if items are appropriate and timely for consideration by the City Council and/or applicable Boards and Commissions.
  • Researches material and conducts technical analyses pertaining to operational data, budgets and reports.
  • Composes correspondence, reports, documents, memos and other material of an important and often confidential nature from dictation, notes, personal knowledge and research. Materials are often technical and require specialized formats.
  • Verifies and corrects grammatical composition of others work. Determines most appropriate layouts, formats, arrangements and other details.
  • Searches information from files, records and libraries to prepare summary reports; performs basic statistical calculations and tabulations.
  • Manages the activities of the City Manager’s Office, which includes planning, coordinating, administering, and evaluating programs, projects, processes, procedures, systems, and standards; ensures compliance with Federal, State, and local laws, regulations, codes, and/or standards.
  • Participates in strategic planning activities; monitors compliance and adherence to applicable organizational goals and priorities.
  • Communicates and implements City Council and management policies and procedures.
  • Schedules appointments for the City Manager. Arranges and coordinates meetings. Schedules use of facilities as needed.
  • Screens incoming calls, mail and visitors; evaluates the relative importance of each and independently resolving routine matters and refers others to the appropriate persons.
  • Interviews persons to compile information for administrative matters, particularly when the information required by superiors is complex, confidential or of a sensitive nature. This involves skill at questioning and explaining issues.
  • Conducts routine checks of supplies and equipment, and maintains records of usage of same. Contacts distributors for price/quantity information. Coordinates with Purchasing for purchase order processing.
  • Prepares specialized schedules and reports.
  • Maintains department fiscal records. Prepares and processes purchase orders and invoices, requisitions, expense claims and monthly departmental credit card account.
  • Attends non-routine, confidential or important meetings and hearings to record official action and significant elements of discussion.
  • Assists in making arrangements for special events for employees and the community.
  • Assists in the role of liaison with the City Council, applicable Commissions and Boards, staff members, and the community.
  • Participates in/on a variety of meetings, task forces, and/or other related groups in order to receive and convey information.
  • Performs related duties of a similar nature or level.
Minimum Qualifications:
Sufficient education, training and/or work experience to demonstrate possession of the following knowledge and skills, which would typically be acquired through:
Bachelor’s Degree in Business or Public Administration, Business Management, or a related field and three years of journey level experience related to the area of assignment; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
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