-Job Class Specifications-

City of West Covina

Confidential-Exempt
Class Specification
November 2005 *
EXECUTIVE ASSISTANT TO CITY MANAGER
(Formerly Secretary to City Manager)

Job Summary
Under general direction, serves as Secretary and general administrative aide to the City Manager and administrative staff; helps coordinate office operations; assists in coordinating communications between the manager and departmental administrators, City Council and the public; coordinates arrangements for meetings; and does related work as required.

Essential Functions

1. Maintains City Manager's calendar; coordinates meetings, appointments, and retreats.
   
   
2. Organizes the flow of communications, paperwork, and activity through the City Manager's office.
   
   
3. Establishes procedures to organize and maintain departmental files and records.
   
   
4. Responds to inquiries or refers them to appropriate office; pursues and expedites decisions, answers, and information of special management or public significance.
   
   
5. Independently drafts correspondence, and compiles information from a variety of sources.
   
   
6. Communicates information, advice, and instructions as an agent of the City Manager.
   
   
7. Maintains departmental payroll, personnel, and other official records.
   
   
8. Assembles City Council agenda materials and follow up on agenda items emanating from other City departments.
   
   
9. Assists City Council members in various requests or activities.

Nonessential Functions

1. Records meetings; transcribes correspondence.
   
   
2. Supervises and trains office employees.

* Title Change Only

QUALIFICATIONS
Required Knowledges

Thorough knowledge of English, grammar, spelling, filing, and arithmetic; of modern office methods, procedures, terms and equipment; of the principles of public relations and communication; knowledge of the principles of office management, supervision, and training; basic knowledge of city government, organization, and public administration.

Experience: Five years experience involving a significantly high level of secretarial duties, including basic administrative, analytical, and evaluative assignments.

Skills: Computer PC use; experience utilizing WordPerfect 5.1; Microsoft Word 6.0 desirable. Dictation skills at 80 WPM.

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