Executive Administrative Assistant (20673766)

Location

333 90th St Daly City, 94015

Description

Final Filing Date: Open Until Filled- Apply Immediately

Interviews: TBD

Resumes are not accepted in lieu of completing a City application.

THE POSITION:

The Executive Administrative Assistant reports directly to the City Manager and/or their designee. This position performs a variety of administrative tasks in support of the Office of the City Manager, as well as the City Council.

Ideal candidates will have increasingly responsible clerical and public contact experience, effective customer service skills, communication skills, and knowledge of working with confidential information.

DEFINITION
Under general supervision, perform a wide variety of confidential clerical and administrative assignments for the City Manager, Staff, and/or the City Council; to take and transcribe shorthand dictation, to do general typing and filing, and perform a variety of responsible clerical, stenographic, and administrative assignments, and to perform related work as required.

EXAMPLES OF DUTIES
Reviews and proof reads own office clerical work, and work of others, to ensure accuracy, proper format, neatness, completeness, and compliance with established standards; takes shorthand notes and transcribes dictation; types letters, notices, and contracts; prepares bills, requisitions, meeting agendas, general reports, forms, and other documents; composes letters from marginal notes and also from oral and written instructions; answers the telephone, may personally compose letters in connection with routine office procedures and policies; performs occasional statistical typing; operates office equipment such as copy machine, computer, and other business machines; provides information requested from office visitors; schedules appointments and meetings; screens and routes incoming mail; prepares and maintains orderly files of correspondence, records and reports; carries out administrative details without direct supervision; takes, refers, and places telephone calls, receives complaints; acts as social secretary in arranging City Council receptions, installations, and other special functions; will deal with sensitive confidential subject matter and is required to maintain confidentiality on all subjects unless as otherwise authorized; prepares City Council calendar; trains clerical staff; takes and transcribes shorthand minutes at meetings; makes travel arrangements and conference reservations; orders and inventories office supplies; acts as a resource person for City Council members.

MINIMUM QUALIFICATIONS
Knowledge of: Modern office methods and equipment; principles and practices of time
management, correct English usage, i.e., spelling, grammar, punctuation and vocabulary,
filing and cross-indexing procedures; basic mathematics; proper business letter form and report writing format; office machines and equipment including computers; computer software including word processing (e.g. Microsoft Word) and spreadsheets (e.g. Microsoft Excel); document and agenda management.

Ability to: Communicate effectively both orally and in writing; follow written and oral
instructions; type from clear, legible copy at a speed of 60 words per minute; take dictation at a speed of 100 words per minute and transcribe it accurately; make arithmetical calculations accurately; record proceedings at meetings; learn and interpret rules, regulations, laws and ordinances as needed to perform assigned work; handle and maintain confidentiality on all subjects unless as otherwise authorized; be proficient in computer skills and programs; work harmoniously with elected and appointed officials, subordinates, citizens and other city employees; compose correspondence with minimal supervision; work beyond the normal work schedule, including some evenings, when workload and deadlines may require; Interact positively and cooperate with co-workers, respond politely to customers, work as a team member, function under demanding time pressure, respond in a positive manner to supervision, and attend work and perform duties on a regular and consistent basis.

Education: Graduation from high school or equivalent. Formal office work training and/or college-level course work desirable.

Experience: Four years of increasingly responsible general clerical and public contact
experience; which included extensive use of personal computer applications. Completion of 60 semester units of college or university level credits in a business or related curriculum can be substituted for a portion of the required experience on a year-for-year basis to a maximum of two years.

License: Possession of a valid Class C California Driver’s License.

Job PDF:

Ideal Candidate

Education: Graduation from high school or equivalent. Formal office work training and/or
college-level course work desirable.

Experience: Four years of increasingly responsible general clerical and public contact
experience; which included extensive use of personal computer applications. Completion
of 60 semester units of college or university level credits in a business or relate curriculum
can be substituted for a portion of the required experience on a year-for-year basis to a
maximum of two years.

License: Possession of a valid Class C California Driver’s License.

Benefits

MISCELLANEOUS/UNREPRESENTED EMPLOYEES

I. HEALTH & WELFARE

A. Section 125 Options - Available to all eligible full-time employees.

1. Cafeteria Plan Options with Lump Sum – The City shall contribute to the monthly Cafeteria Allowance allocated specifically for the mandated purchase of insurance coverage as follows:

• No coverage: $500.00 (for employees hired after January 31, 2020)
• No coverage: $1180.00 (for employees hired before January 31, 2020)
• Employee Only: 100% of the CalPERS Kaiser Bay Area medical premium (for employees hired before January 1, 2020, the employee only cafeteria allowance shall remain frozen at $1330.00 per month until it equals the employee only Kaiser rate.)
• Employee +1: 95% of the CalPERS Kaiser Bay Area medical premium.
• Employee +2: 95% of the CalPERS Kaiser Bay Area medical premium.

Mandated:

Dental/Orthodontia (Eff. 01/01/2025) - Employee pays full premium: $125.34/mo.

Maximum Annual Dental Benefit: $1,500 Non-PPO/$1,600 PPO

Maximum Lifetime Orthodontia Benefit: $2,000

City-sponsored Short/Long Term Disability – The employee pays the full premium of $35.00/mo.

City-sponsored Group Term Life (Eff. 04/01/2021) – Employee pays full premium ($0.235 per $1K). Coverage varies from $25K-$40K. Majority at $25K.

CoverageAmount

$25,000

Optional:

Medical: PERS basic health plans offered and employees may purchase coverage with remaining monies after mandated purchases. If total monthly health premium exceeds amount of any remaining monies, employee pays difference via payroll deduction. Unused monies from applicable monthly amount are applied to wages.

Additional Term Life Insurance - Available in $10,000 increments between $1K and $750K not to exceed 5 times Annual Earnings for member. Also available for spouse and children. Rates vary depending on age of the employee.

Voluntary Vision – Superior Vision offers coverage for exams and frames & lenses or contact lenses. Monthly premium varies from $8.14 for an Employee Only plan to $28.40 for an Employee + Family plan.

Vision Reimbursement Program - Employees and their dependents are eligible for a maximum reimbursement of $200.00 per year for frames or lenses.

IIRETIREMENT - PERS 3% At Age 60 for classic members and 2%@62 for new members per the Public Employee Pension Reform Act of 2013

3% @ Age 60 for Classic Members Effective 01/01/2013; Third Level of 1959 Survivor Benefit, One Year Final compensation, annual cost of living allowance (3%); Pre-Retirement Optional Settlement 2 Death Benefit.

2% @ Age 62 for New Members Effective 01/01/2013; Three Year Final Compensation

Employer contribution: 42.35 % effective 07/01/25

Employee contribution: 8.00% for Classic Members and New Members

Employee shall pay an additional 0.75% towards the employer share of the PERS contribution.

The City pays 0% of employee contribution. In lieu, the City provides 414h, a one-time, irrevocable option for employee to elect to have his or her mandated PERS member contribution picked up by the City. Electing this option authorizes the City to designate the mandatory contribution on a tax-deferred basis.

Effective 7/1/2008, a retiring employee shall place 100% of eligible Sick Leave Cash Out into the City sponsored Retiree Health Savings Account. Sick leave cash out is eliminated for all employees hired after July 1, 2020.

III. Retiree Health Benefits

The retiree health benefit for all employees hired on or after November 14, 2022 shall be limited to the PEMHCA minimum.

For employees hired on or after November 14, 2022, the City shall contribute $50 per month to the current Mission Square retiree health savings account.

IV. HOLIDAYS - 12 paid holidays per year**

V. SICK LEAVE - Full-time employees accrue sick leave at the rate of 12 working days/year. Pay out is 1/2 of employee’s total accrued sick leave hours (up to 1600 hours) and applies ONLY at retirement, death, or abolishment of position. (for employees hired before July 1, 2020)

VI. VACATION - Employees accrue vacation days after completion of service years reflected below.

Completed Years of Service # Days Received

After 1 13

After 5 18

After 13 23

After 21 28

New hires are eligible to use accrued vacation during their probationary period upon approved of their Department Head or designee.

Special Instructions

Final Filing Date: Open Until Filled- Apply Immediately

Interviews: TBD

Resumes are not accepted in lieu of completing a City application.

Recruitment Contact

Contact phone:

(650)991-8028

Contact email:

[email protected]