Placer County

Executive Assistant (#12321)

$27.57-$34.42 Hourly / $4,778.80-$5,966.13 Monthly / $57,345.60-$71,593.60 Yearly


DEFINITION

To perform specialized para-professional administrative duties in support of a department head and executive staff; to perform a variety of highly responsible and complex clerical, secretarial and administrative duties for a department; and may assign and review the work of assigned clerical staff.

DISTINGUISHING CHARACTERISTICS

Positions at this level are distinguished from other classes by the analytical nature of the work performed as well as providing administrative support to a department head. Individuals in this position must keep multiple tasks on schedule, use tact and judgment, and preserve the confidentiality of sensitive information.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from assigned department head and executive level staff.

May exercise direct supervision over assigned secretarial and clerical staff.

EXAMPLES OF ESSENTIAL DUTIES

Duties may include, but are not limited to, the following:
  • Perform a wide variety of complex, responsible, and confidential secretarial and administrative duties for executive and other management staff.
  • Research, compile and analyze background data; perform routine and special administrative projects for management; prepare independent draft reports and documentation; maintain records and files regarding department administrative activities.
  • Screen calls, visitors, and mail; respond to complex requests for information; log complaints and coordinate responses.
  • Interpret and explain County and department policies, rules, and regulations in response to inquiries; refer inquiries as appropriate.
  • Independently respond to letters and general correspondence not requiring the attention of executive staff.
  • Recommend and assist in the implementation of goals and objectives; establish schedules and methods for office operations; implement office policies and procedures.
  • Plan, prioritize, assign, supervise and review the work of assigned staff; conduct employee evaluations.  
  • Evaluate operations and activities of assigned responsibilities; recommend improvements and modifications; prepare various reports on operations and activities.
  • Participate in the selection of staff; provide or coordinate staff training; work with employees to correct deficiencies; recommend disciplinary action and implement discipline procedures as directed.
  • Coordinate and make travel arrangements; submit spend authorizations and expense reports; maintain appointment schedules and calendars; arrange meetings and conferences.
  • Order supplies, equipment, and services for the department.
  • May maintain payroll records; establish and maintain staff personnel files and records for management.
  • Provide support to a Brown Act compliant board or a commission including clerking, posting legal notices, preparing agendas, assembling background materials, and typing minutes of meetings as assigned; update the County website with board or commission agendas in compliance with the Brown Act requirements.
  • Perform clerical duties related to department activities such as typing, filing, and distributing executive staff mail.
  • Participate and assist in the development and administration of a department budget; prepare budget reports; compile annual budget requests; monitor and control expenditures.
  • Maintain, track, and distribute badges, office keys, and fobs.
  • Assist in developing staff reports for submittal to the County Executive Office, County Counsel, and/or Board of Supervisors; prepare reports, assemble background materials, and compose first drafts; oversee the preparation of packets for the Board of Supervisors or other Commission meetings from start to finish.
  • May support the divisions reporting to the Department Head as needed.
  • Build and maintain positive working relationships with co-workers, other County employees and the public using principles of good customer service.
  • Perform related duties as assigned.

WORKING CONDITIONS

Work is typically performed in an indoor office environment with controlled temperature conditions. Position may require travel to and from locations in a variety of outdoor weather conditions.

MINIMUM QUALIFICATIONS

Experience and Training
Any combination of experience and training that would provide the required knowledge and abilities is qualifying.  A typical way to obtain the required knowledge and abilities would be:

Experience: Five (5) years of increasingly responsible secretarial, and/or clerical experience, including one year of office management and/or supervisory experience.

Training: Equivalent to the completion of the twelfth grade preferably supplemented by course work in business, accounting or a related field.

Required License or Certificate:
May need to possess a valid driver’s license as required by the position.  Proof of adequate vehicle insurance and medical clearance may also be required.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

  • Principles and practices of routine analytical research.
  • Principles and practices of report writing.
  • English usage, spelling, grammar, and punctuation.
  • Modern office methods, procedures, computer equipment, and meeting software applications.
  • Business letter writing.
  • Principles and practices of bookkeeping.
  • Principles and practices of budget monitoring.
  • Principles and practices of office management.
  • Pertinent County functions, policies, rules and regulations.
  • Principles and practices of supervision and performance management.

Ability to:

  • Understand the organization and operation of the County and of outside agencies as necessary to assume assigned administrative responsibilities.
  • On a continuous basis, know and understand all aspects of the job; intermittently review documents related to department operations; understand, identify, interpret, explain, and problem solve office practices, policies, and procedures; recall and utilize a variety of information; work under time pressure and complete a high volume of tasks with frequent interruptions; focus on a single task for long periods of time.
  • On a continuous basis, sit at a desk or in meetings for long periods of time; intermittently walk, stand, twist, squat, stoop, kneel, bend, crouch, crawl, and reach; perform simple grasping and fine manipulations; speak, use a telephone and write or use a keyboard to communicate; see and hear with sufficient acuity to perform essential job functions; lift light weight.
  • Compose general correspondence and letters.
  • Learn and implement rules and regulations governing Ralph M. Brown Act meetings.
  • Preserve confidentiality of sensitive material routinely encountered as part of work assignments.
  • Develop and recommend policies and procedures related to assigned office operations.
  • Supervise, train, and evaluate assigned staff.
  • Analyze situations carefully, recommend solutions, and adopt effective courses of action.
  • Plan, organize, and schedule priorities in the office.
  • Compile and maintain complex and extensive records and prepare reports.
  • Establish and maintain effective working relationships with those contacted in the course of work.
  • Work with various cultural and ethnic groups in a tactful and effective manner.
  • Prepare agendas, take notes and write summaries of meetings.
  • Type accurately at a speed necessary for successful job performance.

MISCELLANEOUS INFORMATION

Length of Probation:
All permanent appointments to this classification shall serve a probationary period of twelve (12) calendar months or two thousand eighty (2,080) hours, whichever is more.

Bargaining Unit:
General

FSLA Status:
Non-Exempt

Established:
September 2, 1995

Revised:
September 1, 2003; October 6, 2022

Last Content Review:
October 6, 2022

CLASS: 12321; EST: 9/2/1995; REV: 9/1/2003; REVWD: 11/29/2022;