DescriptionAre you a proven administrative professional with excellent interpersonal and communication skills, who is a highly motivated team player that is detail oriented and organized? If so, the City of Cupertino has an exciting opportunity for an Executive Assistant to the City Manager/City Council. The position performs, coordinates, and oversees technical and advanced journey level administrative duties in support of the City Manager, the City Council, and the City Manager’s staff. These duties include: providing varied and complex office duties; serving as a liaison between the City Manager and Council, Directors, and members of the public; may supervise clerical and other support staff; and performs related work as required. Responsibilities require the exercise of independent judgment, technical knowledge of the specific area of assignment and of overall City and community activities. Receives general supervision from City Manager. Provides technical and functional direction to administrative and clerical staff. Essential DutiesManagement 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 as required by daily operations in the City Manager’s office. Represent the City to the public, businesses, Council members and other agencies at the request of the City Manager. Coordinate office activities and schedules; develop and recommend office procedures and systems; ensure smooth office operations. Review and summarize miscellaneous reports and documents; prepare background documents as necessary. Research and analyze routine administrative projects for the City Manager and City Council; 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 and City Council. Process payment of invoices for City Manager’s Office and Council; monitor Council budget and expenditures. Provide follow up to assignments given to management staff by the City Manager; provide status reports to the City Manager. Receive and screen communications to the City Manager and City Council including telephone calls and e-mail messages, and provide assistance using independent judgment to determine those requiring priority attention; prioritize, channel, and facilitate communication from department heads, department coordinators and the City Attorney through the City Manager’s office. Independently respond to letters and general correspondence of a routine nature. 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. QualificationsKnowledge of: Local government organizational structure and functioning. 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. Teamwork and developing consensus. Creative and innovative techniques for performing assignments. Business correspondence formatting. Basic mathematical computations, accounting and record keeping. Basic budgeting theories and principles. Time management. Modern office administrative and secretarial practices and procedures, including the use of standard office equipment. Computer applications related to the work. English usage, grammar, spelling, vocabulary, and punctuation. Techniques for dealing effectively with the public, vendors, contractors and City staff, in person and over the telephone. Ability to: Perform technical, specialized, complex and difficult office administrative work requiring the use of independent judgment. Interpret and implement policies, procedures and computer applications related to the department or organizational unit to which assigned. Analyze and resolve office administrative and procedural problems. 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. 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 modern office equipment including computer equipment 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. 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: Equivalent to 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. Additional qualifying experience may be substituted for 2 years of the required education on a year-for-year basis. Completion of a four-year degree is desirable. Licenses and Certifications Possession of, or ability to obtain, a valid Class C California driver’s license. Supplemental InformationPhysical 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. 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. Monday, August 17, 2020. 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. 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.
AgencyCity of Cupertino Address10300 Torre Avenue Cupertino, California, 95014 Phone408-777-3227 Websitehttp://www.cupertino.org