Executive Assistant (Confidential)

Job Description:

Executive Assistant (Confidential)

Description

Description

Looking for a career opportunity that will be both rewarding and challenging? Join the dynamic team at the City of Costa Mesa as an Executive Assistant (Confidential) where you'll play a crucial role in supporting the administrative operations of our local government while working directly with council members and city officials.

KEY RESPONSIBILITIES:

• Provide comprehensive administrative support to city council members and other staff members, including managing schedules, coordinating meetings, and handling correspondence.
• Assist in organizing and preparing materials for council meetings, workshops, and public hearings; attend special meetings or events as needed.
• Respond promptly to inquiries from the public and other stakeholders, ensuring excellent customer service.
• Collaborate with other departments and external partners as needed to facilitate seamless operations.
• Interpret and explain department policies and procedures; make complex decisions in accordance with established policies and procedures.

KEY CHARACTERISTICS:

• Excellent communication skills, both written and verbal, with a professional and courteous demeanor.
• Proficiency in office software and applications (e.g., Microsoft Office Suite).
• Ability to handle confidential and/or sensitive information with discretion and integrity.
• Proven experience in administrative support roles, preferably in a government or municipal setting.
• Strong organizational skills and attention to detail, with the ability to prioritize tasks effectively and work under pressure.
• Ability to work outside regular hours, including evenings and weekends as needed.
• Ability to type at a corrected rate of 40 net words per minute.

WHY WORK FOR COSTA MESA:
The City of Costa Mesa, with the motto "City of the Arts", is one of California's most eclectic and vibrant cities. Located just one mile from the Pacific Ocean and in the heart of Orange County, Costa Mesa is a great place to live , work and play. The City offers exceptional employee benefits, opportunities for training and development, and prides itself on its Core Values of Integrity, Sustainability, Compassion, Innovation, Inclusion and Collaboration.

There is currently one (1) full-time Executive Assistant (Confidential)* vacancy assigned to support the City Council.

*CONFIDENTIAL EMPLOYEE DESIGNATION: An employee in this classification may have access to decisions or the decision-making process of the City concerning matters related to employer-employee relations and may have access to, or prepare, confidential materials, information and/or recommendations on behalf of the City in matters relating to employer-employee relations and therefore is a non-represented confidential employee.

APPLICATION AND SELECTION PROCESS:

Applications must be completed and submitted online. This recruitment will remain open until filled and may close without prior notice, therefore prompt application is encouraged.

The first application review date has passed, applications submitted after first review date will be screened as needed.

Candidates are requested to provide specific information regarding their education and experience as it relates to the position by completing all fields of the application. Applications may be rejected if incomplete. Do not include text or attached resumes, as they will not be accepted or reviewed in the application process. Based upon the information presented, a limited number of candidates who possess qualifications most pertinent to the position will be invited to participate in the selection process.

The testing and evaluation for Executive Assistant (Confidential) is as follows:

• Application review and evaluation
• Written Examination
• Verification of typing speed
• Interview Evaluation/s

The written examination will be administered by the City and will be scheduled shortly after the first application review date. Please notify the Human Resources Division 72 hours in advance of the test date if you have a disability which requires accommodation for the testing process. The eligibility list established from this recruitment will be in effect for one (1) year, unless exhausted sooner, and may be utilized to fill lower-level vacancies which occur during the life of the list.

All employment offers made by the City are contingent upon establishing proof of a prospective candidate's legal authorization to work in the United States and successfully passing all components of the pre-employment process which may include, but is not limited to: comprehensive background check, criminal history check (Live Scan fingerprint check), and post-offer medical evaluation.

Note: The provisions of this job bulletin do not constitute an expressed or implied contract. Any provisions contained within may be modified or revoked without notice.

Essential Functions

To view complete list of Essentials Functions for this position, please click on the following link: Executive Assistant (Confidential) .

Qualification Guidelines

A typical way to obtain the requisite knowledge and abilities to perform the duties and responsibilities of this classification is as follows:

EDUCATION, TRAINING AND/OR EXPERIENCE:

Graduation from high school or its equivalent.

Three years of progressively responsible administrative support experience, including direct administrative support to management or executive level staff is required. Administrative support experience in a public agency is desirable. Experience supporting City Council or elected government officials is highly desirable.

An equivalent combination of education and relevant experience that provides the desired knowledge, skills and abilities to successfully perform essential functions may also be considered.

LICENSE AND/OR CERTIFICATE:

Possession of, or ability to obtain, a valid Class C California Driver's License and a satisfactory driving record may be required.

REQUISITE KNOWLEDGE, SKILLS AND ABILITIES:

To view complete list of Requisite Knowledge, Skills and Abilities, please click on the following link: Executive Assistant (Confidential) .

Supplemental Information

PUBLIC EMPLOYEE DISASTER SERVICE WORKER:

In accordance with Government Code Section 3100 - all City of Costa Mesa employees are required to perform assigned disaster service worker duties in the event of an emergency or a disaster

PHYSICAL TASKS AND ENVIRONMENTAL CONDITIONS:

Please contact Human Resources for a summary of the essential tasks and environmental factors for this classification.

Employee accommodations for physical or mental disabilities will be considered on a case-by-case basis.

EQUAL OPPORTUNITY EMPLOYER:

The City of Costa Mesa is an Equal Opportunity Employer.

To view benefit information for all groups, Click Here

New Full-Time employees contribute 9% of their salary on a pre-tax basis towards the 2%@60 or 2%@62 CalPERS retirement formula depending on eligibility.

Full-Time employeesreceive the following health insurance flexible benefits contribution:

• Current: $1,600monthly
• Effective January 2025: $1,650monthly

New Part-Time employees are appointed by and serve at the will of the Department Director. They are reviewed for merit salary advancement on a periodic basis. Generally, part-time employees are limited to no more than 1,000 hours of work per fiscal year (July 1 - June 30). Certain part-time employees, however, are permitted to exceed this limit.Part-time employees participate in either the Public Agency Retirement System (PARS) or the California Public Employees Retirement System (CalPERS) depending on eligibility. Employees enrolled in PARS contribute 3.75% of salary with a matching City contribution. Employees enrolled in CalPERS contribute 7% - 9% of salary depending on eligibility. Part-time positions are eligible to receive general leave benefits. General leave can be used for sick, vacation, or holiday time.

The City does not participate in the Social Security system; however, federal mandate requires all new employees to contribute 1.45% of wages to Medicare. As a condition of employment, all new employees are required to enroll and participate in the direct deposit program.

Closing Date/Time: Continuous

Salary:

$70,056.00 - $93,900.00 Annually