2025-02-18 CC Item D13 - Executive Assistant Class SpecificationAomtI
fZ - City of El Segundo
Executive Assistant
CLASS CODE 0461
ESTABLISHED DATE September 01, 2000
Definition
SALARY
$3,038.27 - $3,864.68 Biweekly
$6,582.92 - $8,373.48 Monthly
$78,995.04 - $100,481.76 Annually
REVISION DATE January 17, 2021
Definition: Under general supervision, performs advanced -level administrative, office and management support
duties for the City Manager, City Council or other executive management as assigned requiring exercise of
initiative, and independent judgment and decision making.
Essential Job Functions
Essential Functions: Essential functions, as defined under the Americans with Disabilities Act, may include the
following duties and responsibilities, knowledge, skills and other characteristics. This list of duties and
responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by
positions in this class.
Characteristic Duties and Responsibilities:
Positions in this classification typically perform a full range of duties at a level of complexity represented by the
following types of responsibilities:
Works closely with and prepares materials for City Manager, City officials or executive management on highly
sensitive and confidential matters; provides information to others requiring in-depth knowledge of City activities,
business and policies; responds to or refers inquiries for services to appropriate resources; receives and evaluates
customer complaints directed to high level City officials or executive management and recommends and/or initiates
an appropriate course of action; tracks, monitors and provides follow up on complaints and their resolution with
City management and City Council.
Performs administrative/secretarial duties for the City Manager, City Council or executive management; assists in
the operation of an office; maintains complex filing systems; receives and reviews incoming correspondence,
researches and drafts appropriate responses as delegated or directs to appropriate department for investigation
and response; independently prepares a variety of correspondence and selected reports for review/signature on
behalf of an administrative supervisor; initiates, researches, writes and finalizes a variety of written materials for
accuracy, completeness and conformance with applicable rules and regulations.
Prepares meeting agendas, documents, reports and minutes according to accepted City and State requirements;
plans and implements routine and special meetings and trips; attends staff and City Council meetings as assigned;
maintains calendars and schedules, and coordinates appointments, meetings and a variety of official events as
assigned.
Maintains records of departmental expenditures; assists in preparation of and monitors budgets; reviews, prepares
and may authorize purchase requisitions and payment of invoices; orders supplies and equipment; collects and
compiles statistical, financial and other information for special or periodic reports.
Additional duties as required depending on assignment: Monitors and tracks legislative activity and actions and
keeps City Manager, City officials or executive management informed; prepares various communications on behalf
of the City in response to legislative activities.
Qualifications
Knowledge, Skills and Other Characteristics:
Knowledge of principles and practices of office administration.
Knowledge of basic budgeting procedures and financial record keeping.
Knowledge of policies, practices, procedures and terminology of City operations.
Knowledge of a variety of computer software, including Microsoft Office and database applications.
Skill in English composition, grammar and punctuation.
Skill in composing letters and preparing a variety of reports, using appropriate format and computer software.
Skill in preparing statistical reports.
Skill in bookkeeping practices and procedures.
Skill in following oral and written instructions and procedures.
Skill in presenting ideas and concepts orally and in writing.
Skill in effectively resolving disputes.
Skill in effectively managing multiple priorities in a high volume work environment.
Skill in utilizing public relations techniques in responding to inquiries and complaints.
Skill in working with a diverse group of individuals.
Skill in establishing and maintaining effective working relationships with other City employees and the public.
Minimum Qualifications: Graduation from high school or GED and five (5) years progressively responsible
secretarial/office administrative experience providing assistance to an administrative official or senior management
or an equivalent combination of related education and experience.
Equivalency Requirement: Minimum of three (3) years related experience as described above; and four (4) years
related education from an accredited college or university.