Executive Assistant

If you are looking to serve as a key contributor supporting the City Manager's Office , consider joining the City of Tustin as an Executive Assistant . In this role, the Executive Assistant performs a broad range of highly responsible, confidential, and complex secretarial and administrative duties requiring a high degree of discretion and sound judgment. Success in this role requires the ability to manage competing priorities and adapt to changing needs. The ideal candidate will be a proactive, tech-savvy self-starter with strong organizational and problem-solving skills, a positive and professional demeanor, and excellent communication and interpersonal skills. This individual will demonstrate professionalism, tact, and a strong service orientation in an executive environment, serving as a polished and welcoming representative of the City in all interactions. As part of the City Manager's Office, this position provides support to the City Manager, Assistant City Manager, and Elected Officials, as well as administrative support to the Real Property Division, and reports to the Senior Executive Coordinator.

THE CITY

Tustin is a vibrant and charming city nestled in the heart of Orange County. The City remains true to its quaint heritage while warmly welcoming neighbors and planning for purposeful growth in the future. Called home by a passionate and diverse community, Tustin is a place for all generations and every walk of life. Behind this beloved community, there is a team of practiced public servants who steward the City's future while maintaining its unique charm and rich history. By balancing the needs of today with optimism for tomorrow, the City of Tustin works to realize its vision of a safe, high-quality and thriving community.

SELECTION PROCESS

Application materials will be carefully reviewed to identify candidates who meet the minimum qualifications for this position. Candidates who meet the minimum qualifications for this position will be invited to participate in an online assessment (week of 5/18) . Top scoring candidates will subsequently be invited to participate in a one-way video interview (week of 5/25) . Candidates who are determined to be best qualified for this vacancy will be invited to participate in a structured panel interview (week of 6/22) , and finalists will participate in a departmental interview (week of 6/29 ). All candidates who pass the panel interview will earn placement on the eligible list, which is valid for one (1) year and may be used for current and future vacancies in the job classification.

TO BE CONSIDERED, A TYPING CERTIFICATION

(50 NWPM)

WILL BE REQUIRED . FOR TYPING CERTIFICATION REQUIREMENTS, CLICK HERE

. Duties may include, but are not limited to, the following: Monitors and keeps the assigned Department Head informed of pending issues, project due dates, upcoming meetings, scheduled events, and sensitive matters affecting the department Receives, screens, and prioritizes communications and materials submitted for the Department Head's review, approval, and signature Maintains calendars, schedules meetings, and makes conference and travel arrangements for the Department Head Receives and screens incoming telephone calls and visitors; responds to inquiries, resolves complaints, and provides information regarding departmental programs, policies, and procedures; refers callers and visitors to appropriate staff as appropriate for specific projects and concerns Initiates and prepares communications on behalf of the Department Head; types and proofreads a variety of reports, letters, memoranda, and forms from scratch, rough draft, or verbal instruction, including documents of a confidential or sensitive nature; reviews documents for completeness, accuracy, formatting, and compliance with policies and procedures May attend a variety of City Council, commission, community group, and other meetings; may assemble and prepare agenda packets; takes notes and transcribes minutes; disseminates information to interested parties May assist with the preparation of contract documents for capital construction projects and consultant service agreements; proofreads documents and maintains files; monitors project budget and contract requirements Organizes, maintains, and updates a variety of departmental files, records, and databases on a variety of subjects, including confidential personnel records, training files, background investigation records, and disciplinary files Researches, retrieves, and compiles information from files, databases, and external sources to prepare reports, presentations, and correspondence pertaining to departmental operations and activities; prepares files for archival stores and retrieves archived files as necessary Receives and reviews mail and correspondence sent to department; responds to inquiries or routes to staff as appropriate Maintains and monitors database of invoices and expenditures; prepares check requests and invoices for payment; monitors departmental supply inventory and purchases supplies as necessary Establishes and implements departmental office practices, forms, and procedures May provide lead supervision to subordinate office support staff A combination of education, experience, and training that has provided the necessary knowledge, skills, and abilities is required for entry into the classification.

A typical combination includes:

Education and/or

Experience:

Graduation from high school; and four (4) years of secretarial or administrative support experience.

Knowledge, Skills & Abilities:

To view the knowledge, skills, & abilities required of the position, please follow the link here . Licenses and/or

Certificates:

Possession of a valid California Class C driver's license and an acceptable driving record.

Special Requirements:

Applicants must provide a typing certification indicating a net typing speed of 50 words per minute . For typing certification requirements, please click here . Satisfactory results from administrative screening, background investigation, and physical examination. May be required to occasionally work outside of regular work hours (e.g. evenings, holidays, and weekends) to attend meetings and special events. Information on the physical demands, mental demands, and work environment for the position can be found by following the link here . The City of Tustin is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities.