City of Foster City

Estero Municipal Improvement District

Job Specification

Exec Asst to City Manager

DEFINITION:

Performs a wide variety of responsible, complex and confidential administrative and secretarial duties in support of the 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; may supervise, develop and evaluate clerical staff and office procedures.

DISTINGUISHING CHARACTERISTICS, FEATURES, REQUIREMENTS:

This is a full-time, exempt position. It is distinguished from other clerical positions and the Executive Assistant classification by the critical support provided to the City Manager and the City Council.

SUPERVISION EXERCISED AND RECEIVED:

Receives general direction from the City Manager. No supervision is exercised.

IMPORTANT AND ESSENTIAL DUTIES:

Assists and supports the City Manager and City Council by carrying out administrative and secretarial assignments as required; initiate and respond to written and verbal correspondence; compose, edit and distribute correspondence according to established guidelines or personal knowledge of the subject matter; screen telephone calls and personally provide requested information or refer calls to other staff; provide information to other city departments, community organizations, committees, and the public involving specialized and technical subject matter; establish and maintain comprehensive and confidential files on personnel, policies, records, reports, reference materials, codes, ordinances and communications; arrange, coordinate and attend conferences, council, commission and committee meetings; take and prepare meeting notes, minutes and other records; research information and procedures; record actions on sensitive issues and release information to authorized parties; make travel arrangements for department head and/or other city personnel; operate, maintain and train other staff on the use of a variety of modern office equipment and programs including computers, communication/recording equipment, storage systems and media; interpret and apply federal, state and municipal laws and ordinances; develop recommendations for improving departmental operations and procedures; prepare requisitions, purchase orders, staff reports, resolutions, routine documents and other forms of communications; prepare complex statistical, financial, administrative and budget reports.

JOB-RELATED QUALIFICATIONS:

Knowledge, Skills and Abilities:

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.

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; use office automation tools to prepare a variety of documents, reports and records; work independently and make sound decisions; maintain effective audio/visual discrimination and perception to the degree necessary for the successful performance of assigned duties

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:

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.

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.

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.

LICENSES, CERTIFICATES, REGISTRATION:

Licenses:  A valid Class C California Driver's License is desirable for occasional errands and/or local travel to training or meeting locations.

SALARY:  $5,265 - $6,400 per month