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HomeMy Public PortalAbout08) 7E Executive Assistant Job Spec & Salary RangeATTACHMENT "N.' EXECUTIVE ASSISTANT TO THE CITY MANAGER AT-WILL DEFINITION: Under general supervision, performs a variety of difficult, responsible, sensitive and confidential office administrative and secretarial support functions for the City Manager and City Council; and performs related duties as assigned. DISTINGUISHING CHARACTERISTICS: An incumbent in this class is responsible for providing a wide array of complex, diverse and confidential secretarial, administrative and support services to the City Manager and City Council members, often in a highly sensitive and rapidly changing environment. The Executive Assistant to the City Manager and City Council is distinguished from other clerical classifications, as a variety of difficult, sensitive and confidential support services for the City Manager, and City Council members are performed. These services require a high degree of independent judgment and a thorough knowledge of City functions, policies and procedures. Incumbents in this class operate in an environment characterized by involvement in broad City-wide issues and interaction with top executives and elected officials on complex and sensitive matters. ESSENTIAL DUTIES AND RESPONSIBILITIES: The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this classification. • Provides secretarial and administrative support to the City Manager and City Council members; drafts and/or types materials, memoranda, correspondence, reports, agreements, presentations, overheads, manuals, forms and other documents often of a highly sensitive and confidential in nature; proofreads and checks typed and other materials for accuracy, completeness and compliance with City standards, policies and procedures; ensures materials, reports and documents for signature are accurate and complete. • Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and the use of sound independent judgment; conducts research, responds to requests for information and complaints from officials, customers and the public; refers certain issues to appropriate staff or takes or recommends action to resolve the issue; reviews, determines the priority of and routes assigned incoming correspondence. • Acts as liaison in coordinating matters between the City Manager's Office and department heads and managers; follows up to ensure that needed action is taken. • Researches and assembles information from a variety of sources for the preparation of records, correspondence and reports for the City Manager or City Council members; designs, creates, organizes and maintains specialized and other office files; establishes and maintains confidential, subject and tickler files. • Plans, organizes, arranges and executes employee and City-wide special events and meetings; as appropriate, interviews, obtains quotes from and selects event vendors; secures event locations and arranges setup. • Reviews and codes departmental and other assigned expenses and monitors assigned budget balances; compiles data and provides other support and assistance in preparation of the office's annual budget. • Reviews and codes departmental and other assigned expenses and monitors assigned budget balances; compiles data and provides other support and assistance in preparation of the office's annual budget. • Coordinates, arranges and confirms assigned meetings for City Manager, Assistant City Manager and City Council members; arranges for meeting setup; screens requests for appointments. QUALIFICATIONS: Knowledge of: Office administrative practices and procedures; principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation; City organization, ordinances, rules, policies, procedures and operating practices related to areas of responsibility; terminology, work processes and local, state and federal requirements applicable to areas of assigned responsibility; basic functions of public agencies, including the role of an elected Council and appointed boards and commissions; advanced uses of word processing, graphics, spreadsheet, database and other software to create documents and materials requiring the interpretation and manipulation of data. Ability to: Operate a computer, word processing and spreadsheet software and other standard office equipment; manage multiple and rapidly changing priorities to meet the needs and expectations of elected and officials and appointed executive; maintain highly sensitive and confidential information; type accurately at a speed necessary to meet the requirements of the position; organize, set priorities, take initiative and exercise sound independent judgment within areas of responsibility; interpret, apply, explain and reach sound decisions in accordance with regulations, policies and procedures; organize, research and maintain complete and extensive office files; compose correspondence, prepare documents and make arrangements from brief instructions; communicate clearly and effectively orally and in writing; understand and follow written and oral instructions both with City staff and customers; prepare clear, accurate and concise records and reports; use a high degree of tact, diplomacy and discretion in dealing with sensitive situations and concerned citizens; establish and maintain highly effective working relationships with City executives and managers, elected and appointed officials, committee members, staff, residents and others encountered in the course of work. OTHER DUTIES : Makes and confirms travel and other arrangements for City Council members, City Manager, Assistant to the City Manager. EDUCATION AND EXPERIENCE: A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from high school or G.E.D. equivalent, and four years of increasingly responsible office administrative or secretarial experience; or an equivalent combination of training and experience. Experience in a government setting dealing with elected and appointed officials is highly desirable. ATTACHMENT "B" RESOLUTION NO. 12-4850 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TEMPLE CITY CALIFORNIA APPROVING THE SALARY RANGE FOR THE EXECUTIVE ASSISTANT TO THE CITY MANAGER THE CITY COUNCIL OF THE CITY OF TEMPLE CITY DOES HEREBY RESOLVE, DETERMINE AND ORDER AS FOLLOWS: SECTION 1. The City Council hereby approves the following annual salary ranges: Executive Assistant to the City Manager (Full time, At Will) Minimum Maximum $52,029 $65,833 SECTION 2. This Resolution shall become effective September 4, 2012. SECTION 3. The City Clerk shall certify to the passage and adoption of this Resolution and it shall thereupon take effect. PASSED, APPROVED AND ADOPTED on this 4th day of September, 2012. ATTEST: Peggy Kuo, City Clerk APPROVED AS TO FORM: Eric S. Vail, City Attorney STATE OF CALIFORNIA) COUNTY OF LOS ANGELES) ss CITY OF TEMPLE CITY) Mayor Vincent Yu Resolution No. 12-4850 Page2 I hereby certify that the foregoing resolution, Resolution No. 12-4850, was duly passed, approved and adopted by the City Council of the City of Temple City at a regular meeting held on the 4th day of September, 2012, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Councilmember- Councilmember- Councilmember- Councilmember- City Clerk ATIACHMENT "D" CITY OF TEMPLE CITY SALARY COMPARISONS EXECUTIVE ASSISTANT TO THE CITY MANAGER CITY POPULATION DEPARTMENT CLASSIFICATION MINIMUM MAXIMUM 1 Alhambra 89,501 City Manager Secretary to the City Manager $ 50,220 $ 65,412 2 Arcadia 56,719 City Manager Executive Assistant to the City Mgr. $ 52,476 $ 65,520 3 Azusa 49,207 City Manager Executive Assistant to the City Mgr. $ 51,072 $ 61,536 4 Claremont 37,608 City Manager Executive Assistant to the City Mgr. $ 57,954 $ 70,017 5 Covina 49,622 City Manager Executive Assistant to the City Mgr. $ 45,826 $ 55,704 6 Diamond Bar 61,019 City Manager Executive Assistant to the City Mgr. $ 52,810 $ 66,325 7 Duarte 23,124 City Manager Receptionist/Clerk Typist $ 37,428 $ 45,600 * 8 Glendora 5,280 City Manager Executive Assistant to the City Mgr. $ 51,048 $ 62,052 9 Irwindale 1, 717 City Manager Executive Assistant to the City Mgr. $ 58,904 $ 71,598 10 La Canada 21,261 City Manager No Secretary or Assistant 11 La Verne 34,051 City Manager Executive Assistant to the City Mgr. $ 54,105 $ 65,767 12 Montebello 65,781 City Manager Office Manager $ 56,004 $ 68,088 13 Monterey Park 65,027 City Manager Administrative Secretary $ 44,400 $ 56,808 14 Pasadena 151,576 City Manager Executive Assistant to the City Mgr. $ 50,194 $ 62,742 15 Pomona 163,683 City Manager Administrative Assistant Ill $ 40,140 $ 48,792 * 16 Rosemead 57,756 City Manager Administrative Assistant $ 38,532 $ 52,140 * 17 San Dimas 36,946 City Manager No Secretary or Assistant 18 San Gabriel 42,984 City Manager Administrative Secretary $ 55,908 $ 64,704 19 Sierra Madre 13,415 City Manager Administrative Assistant $ 35,213 $ 44,025 * 20 San Marino 11,099 City Manager Administrative Assistant $ 48,348 $ 59,100 21 South El Monte 22,627 City Manager Executive Assistant to the City Mgr. $ 47,040 $ 57,180 22 South Pasadena 25,881 City Manager Executive Assistant to the City Mgr. $ 56,148 $ 75,252 23 Walnut 32,659 City Manager No Secretary or Assistant ANNUAL AVERAGE $ 52,029 $ 64,238 * Not utilized as level of position is not comparable to Executive Assistant to the City Manager in Temple City.