Executive Assistant

Job Description:

Executive Assistant

Description

Description

Click here for the job announcement!

DEFINITION

Under general direction, the Executive Assistant provides administrative and analytical assistance to the City Manager; may supervise support staff; and perform other duties as assigned.

DISTINGUISHING CHARACTERISTICS

The Executive Assistant classification is distinguished from other administrative positions because it performs highly complex, confidential, and analytical assignments with only general direction provided by the Deputy City Manager and other professional staff members in the City Manager’s Office. The Executive Assistant plays a crucial role in ensuring the effective operations of the City Manager’s Office through strategic and exceptional support. The Executive Assistant classification is designated “confidential” and “at-will”.

SUPERVISION RECEIVED

General direction is provided by the Deputy City Manager. Work assignments and direction may also be provided by the Assistant to the City Manager classification, as well as other professional staff members in the City Manager’s Office.

SUPERVISION EXERCISED

May supervise administrative, clerical and temporary employees, to include the assignment of daily work tasks, setting goals, providing training, and preparing performance evaluations.

Examples of Important and Essential Functions

Office Management and Administrative Support Functions

Direct and participate in the day-to-day operations of the City Manager’s office; provide routine and complex administrative support to the City Manager, elected officials, and professional staff; may supervise administrative and temporary employees; coordinate multiple projects within specified time frames; may research, develop, and explain policies, codes, ordinances and regulations; maintain accurate, up-to-date files and statistical data; perform a variety of reception and referral duties for the City Manager’s Office and elected officials; manage complex calendars while ensuring effective time management and productivity for the City Manager and Mayor; schedule meetings, including prioritizing and resolving meeting conflicts; follow-up on status of projects and referrals to departments; coordinate logistics for and manage facilitation of meetings, receptions, assigned community events, employee related programs, and dignitary visits; oversee City Hall tour programs; and compose a variety of correspondence and presentations.

Technical Functions

Perform research and statistical analysis on issues and projects; interpret information and data to make recommendations on a course of action; author and develop policies, procedures, speeches, and sensitive correspondence; prepare detailed and complex reports; and may assist in the preparation of the department and city-wide general use budgets.

Communication and Interaction with Co-workers and the Public

Serve as the primary liaison between the City Manager’s Office and internal and external stakeholders, including other city and elected officials, staff, agency partners, and community members; utilize a professional and courteous demeanor when interacting on the telephone and in person with internal and external customers, as well as members of boards and commissions, the Mayor, City Council, and other elected officials; respond to sensitive issues with discretion, tact, and sound judgment; receive, acknowledge, and document constituent complaints and concerns and work with appropriate City departments to resolve problems and ensure timely responses; represent the City Manager’s Office at public functions; and interact with customers in an enthusiastic, resourceful, and positive manner.

Computer Applications

Use a computer to perform complex word processing, spreadsheet, database, E-mail, Internet, and other specialized functions; enter data and verify the accuracy of the input; prepare and format reports; and create computer graphics utilizing desktop publishing and presentation software for meetings.

Job Related and Essential Qualifications

Demonstrated Knowledge of :

Local government organizational structure and functioning; modern office practices and management; effective supervision; exemplary customer service: teamwork and developing consensus; creative and innovative techniques for performing assignments; proper English usage, spelling, grammar, and punctuation; business correspondence formatting; basic mathematical computations and accounting; time management; and computer operating systems and software applications.

Demonstrated Skills to :

Organize and effectively manage an office; be proactive; perform complex and confidential administrative support assignments; establish and maintain positive and cooperative relationships with co-workers, staff, department managers, elected and appointed officials, representatives from local government, and the private sector; handle sensitive information with discretion and maintain confidentiality; remain flexible and open to new ideas and procedures; research and compile statistical data; use creative problem solving techniques when completing assignments and resolving customer concerns; use sound judgment in decision making; communicate effectively, both orally and in writing; prioritize work assignments and meet deadlines; schedule, organize, and oversee City-sponsored functions; maintain-up-to-date files and records; work as a member of a team to accomplish goals; generate letters, memoranda, reports and presentations from draft copies or a general concept.

Ability to:

Effectively apply the required knowledge and skills in the daily performance of assigned duties; develop solutions, using tact and good judgment; remain flexible and adapt to changing conditions; read, comprehend, and interpret a variety of City policies, codes, ordinances, and regulations; demonstrate keyboard proficiency of at least 45 net wpm and relevant computer skills.

Experience, Education and Training Guidelines:

Any combination of experience, education, and training that would provide the best qualified candidates. A typical way to obtain the knowledge, skills, and abilities would be:

Experience : Five years of increasingly responsible administrative and analytical assistance. At least one year providing complex assistance to executive level manager, administrator, or elected official(s). Knowledge of public sector organizations and current issues is highly desirable.

Education : Equivalent to graduation from high school, supplemented by college-level courses in business or public administration, political science, English or a related field. A Bachelor’s degree may substitute for four years of experience or an Associate degree may substitute for two years of experience.

Training : Any recent training such as, academic courses and certification programs which are relevant to this job classification.

License : May require the possession of a valid California driver's license and a satisfactory driving record as determined by the City.

Certification : None

Other Requirements : Willingness and ability to work scheduled and emergency overtime, attend meetings, conferences, seminars, and City-sponsored functions during work and non-work hours which may include evening, and occasional weekends and holidays which some of which may require traveling out of town.

Special Requirements : Essential duties may require the mental and/or physical ability to work in a standard office environment which may include sitting for long periods of time; utilize a computer and a calculator; converse by telephone, in person, and to large groups and be clearly understood; and strength to lift and maneuver office and event supplies weighing up to 30 pounds.

Additional Information

The City of Livermore is an equal opportunity employer and supports workforce diversity.

CITY OF LIVERMORE
BENEFITS SUMMARY
Confidential - Unrepresented

The benefits listed are provided to employees of the Confidential group. For a more detailed summary of benefits for all employee groups, click here . Any errors or omissions do not constitute either an expressed or implied contract. Updated: 1/2025

MOU TERM

N/A

SCHEDULED INCREASES

7/5/2021 2.5%
7/4/2022 4%
7/3/2023 3.0%
7/1/2024 2.5%

CAFETERIA PLAN (Medical/Dental/Vision)

$1,950/month towards medical, dental, vision, additional & supplemental life insurance; unused balance paid in cash to employee

BASIC LIFE INSURANCE & ACCIDENTAL DEATH & DISMEMBERMENT INSURANCE (AD & D)
$150,000 EE coverage, ER paid
$1,000 dependent coverage, ER paid
EE option to purchase $25,000 additional life insurance & supplemental life to $500,000 (not to exceed 5x annual earnings).

LONG TERM DISABILITY (LTD)

ER paid

60% of base monthly earnings to $6,000/month max. (180 day waiting period)

LONG TERM CARE INSURANCE

Long Term Care Facility and 100% Home Care to $8,000/month with 90-day elimination period; 6 year duration (optional - EE paid)

PERS
New City of Livermore EEs are enrolled in the 2% at 60 formula or 2% at 62 formula, depending on eligibility, as per AB 340.

Classic PERS Misc Member - 2% at 60

• Member Rate = 7% EE paid
• Employer Rate = 34.43% ER paid (includes unfunded liability; FY23/24)
• 36 consecutive months Final Comp
• Sick Leave Credit
• 4th Level 59 Survivor Ben.
• Military Service Credit

New PERS Misc Member - 2% at 62

• Member Rate = 7.5% EE paid
• Employer Rate = 34.43% ER paid (includes unfunded liability; FY23/24)
• 36 consecutive months Final Comp
• Sick Leave Credit
• 4th Level 59 Survivor Ben
• Military Service Credit

MEDICARE (Hired after 3/31/1986)

EE paid 1.45%

ER paid 1.45%

RETIREMENT HEALTH SAVINGS (RHS)

ER contribution of 4% of base pay into RHS account.

VACATION ACCRUAL

Years of Service Total Accrual Per Year 1 80.6 hours 2-5 120.12 hours 6-10 135.98 hours 11-15 160.94 hours 16-19 180.18 hours 20+ 192.4 hours

Pro-rated for part-time EE.
Maximum accrual: 350 hours

HOLIDAYS

12 observed holidays

SICK LEAVE ACCRUAL

96.2 hrs/year for FT

72.02 hrs/year for ¾-time

48.1 hrs/year for ½-time

Unlimited accrual

SICK LEAVE USAGE

• FAMILY SICK LEAVE - Immediate Family Illness: ½ Annual Sick Leave Accrual.
• PARENTAL LEAVE - 4 regularly scheduled workdays for non-birthing parent to become a parent by adoption, foster care placement, or birth of a child.
• BEREAVEMENT LEAVE (non-immediate family) - 3 regularly scheduled workdays max to be used for sister-in-law and brother-in-law.

BEREAVEMENT LEAVE

3 regularly scheduled workdays max for immediate family.

PERSONAL LEAVE

16 hrs/yr

Pro-rated for part-time EE.

PREGNANCY LEAVE & FMLA/CFRA

EE may use accrued leaves in compliance with City rules and regulations. Benefit provided as per regulations: Federal Family and Medical Leave Act, California Family Rights Act, and California Pregnancy Disability Act

DEFERRED COMPENSATION 457(b)

ER contribution of $185 per pay period with minimum contribution of $75 per pay period by employee.

2025 Maximum

Normal = $23,500

Age 50+ = $7,500

Catchup Limits = $47,000

Section 125 PLAN

(No ER contribution)

2025 Maximums

Dependent Care*: Up to $5,000/year; *See IRS Pub #503

Unreimbursed Medical: Up to $3,300/year

• Pre-tax Health Care Premiums
• FSA's for Dependent Care
• Unreimbursed Medical Expenses
• Other options offered by plan administrator

SUPERVISORY DIFFERENTIAL PAY

Min of 10% above base salary of non-mgmt subordinate, 7.5% above mgmt subordinate

ACTING PAY & SPECIAL PROJECTS PAY

Acting Pay

If work min of 5 consecutive calendar days, paid @ lowest step of higher class with at least a 5% differential. If assignment > 12 months, optional incr. of up to 7% or max of the range, whichever is less.

Special Project Pay

If work min of 30 calendar days, 5% - 7% differential. If full supervisory, additional % to reflect 2.5% over highest compensated subordinate. If assignment > 12 months, optional increase of up to 7%.

BILINGUAL PAY

$50/pay period. Must be certified by DH, approved by City Manager, and used on the job.

CELL PHONE ALLOWANCE (If authorized) - See Administrative Regulation #36 for details

Standard = $40/month

Enhanced = $90/month for exempt only

OT COMP & COMP TIME OFF

OT for > 40 hrs/week @1 ½ x reg pay or Comp Time in lieu of OT for FLSA nonexempt.

TUITION REIMBURSEMENT

75% reimbursement for tuition & books
For undergraduate studies, $4,000 FY max; $16,000 lifetime maximum
For graduate studies, $5,000 FY max; $10,000 lifetime maximum

LICENSES & CERTIFICATIONS

100% reimbursement for required licenses, certifications, and professional memberships

HEALTH CLUB REIMBURSEMENT

$100.00/month max for monthly dues

EMPLOYEE ASSISTANCE PROGRAM

Three (3) sessions per incident per family member. Unlimited telephonic consultations.

FLSA WORK PERIOD

168 hour pay period beginning Monday at 12:01 a.m., ending 7 days later on Sunday at 12:00 midnight. If an EE is not on this work week schedule, something must be in writing documenting EE's work week.

PAY PERIODS
26 pay periods per year

Benefits listed are for regular full-time employees. Benefits are prorated for part-time employees.

ER = Employer
EE = Employee
FT = Full-time
PT = Part-time

Closing Date/Time: 2/17/2025 5:00 PM Pacific

Salary:

$8,745.71 - $10,932.14 Monthly