EXECUTIVE ASSISTANT

Job Description:

EXECUTIVE ASSISTANT

Description

The Position

The City of Riverside is accepting applications for the position of Executive Assistant to fill one (1) vacancy in the Housing Authority Division of the Housing and Human Services Department. The eligibility list established may be used to fill the current and/or upcoming vacancies within this classification for up to six (6) months.

An Executive Assistant will perform a variety of highly responsible and complex secretarial and administrative support duties to a Department Head, City Manager, Assistant City Manager, or designee. To handle administrative tasks and duties and coordinate day-to-day office operations; to supervise clerical staff; and to do related work as required.

Work Performed

Duties may include, but are not limited to, the following:

• Perform a wide variety of responsible and confidential duties for designated individuals.
• Interpret and apply divisional policies and procedures in responses to inquiries and make appropriate referrals.
• Review, log, prioritize, and route correspondence.
• Act as receptionist, screen calls and visitors, and refer inquiries as appropriate.
• Take and transcribe dictation from rough draft notes, or recordings.
• Maintain appointment schedules, daily calendars, and make travel arrangements.
• Assist in agenda preparation, gather information, and contact meeting participants.
• Gather, organize, and prepare information for routine reports.
• Recommend organizational or procedural changes affecting administrative support activities.
• Maintain a variety of files and records of information.
• Maintain manuals and update resource materials.
• May serve as secretary and/or administrative staff to a board or commission preparing the agenda and taking minutes of meetings.
• Assist in the assigning, supervision, and participation in the work of the administrative support section of an assigned department or division.
• Review work upon completion for conformance to divisional requirements.
• Perform a wide variety of complex, responsible, and confidential duties for designated City executives.
• Respond independently to letters and general correspondence of a routine nature.
• Compile and maintain complex and extensive records for a department.
• Coordinate civic and social engagements as well as special events.
• Participate in the preparation and administration of department budget.
• Compile reports and agendas ensuring materials are submitted on time by various departments and divisions; contact participants and coordinate meetings; complete and distribute follow-up reports.
• Perform specialized projects including collecting, compiling, and summarizing information obtained.
• Serve on various internal and external committees; represent the City and/or City executive as required.
• Assist in developing, analyzing, and evaluating policy and procedures.
• Coordinates activities, events, and correspondence involving all City departments/department heads.
• May select, train, supervise, and evaluate subordinates.

Qualifications

Recruitment Guidelines:

Education and Experience:

Education: : High School graduation or satisfactory equivalent (GED)

Experience: Five (5) years of experience performing increasingly complex and highly responsible office and administrative support work of which at least two (2) years involved administrative support work for one or more managers. Municipal/public sector government experience is highly desirable.

Highly Desirable Qualifications:

• Experience managing Public Records Act requests
• Experience supporting executive level management
• Experience handling personnel related documents.
• Experience managing daily calendars for multiple management staff

Selection Process

DOCUMENTS REQUIRED AT THE TIME OF APPLICATION:
1) Completed Employment Application
2) Completed Supplemental Questionnaire

PLEASE NOTE: FOR DIRECTIONS ON ATTACHING A DOCUMENT TO AN ON-LINE APPLICATION, OR GENERAL INFORMATION ON COMPLETING YOUR ON-LINE APPLICATION, CLICK HERE: (Application Guide).

IMPORTANT INFORMATION ON SCHEDULING ASSESSMENTS:

If you are selected to move forward in the assessment process, you may be required to self-schedule your appointment. You will be notified via email of your status and provided with self-scheduling instructions. Please check your email regularly following the closing date of this recruitment.

The selection process will begin with an employment application package screening, with the best qualified candidates being invited to participate further in the assessment process. This process may include any combination of written, performance, and oral assessments to evaluate job-related education, experience, knowledge, skills, and abilities. Those who successfully complete the selection process will be placed on the eligibility list for this classification.

It is the responsibility of candidates with a disability requiring accommodation in the assessment process to contact the Human Resources Department in writing to request such accommodation prior to the closing date of this recruitment.

Appointment may be subject to the successful completion of a pre-employment background investigation, drug screen, and/or medical/physical examination.

NOTE : The City reserves the right to modify selection devices and test instruments in accordance with accepted legal, ethical, and professional standards. Candidates may reapply when there is a posting to establish an eligibility list.

EDUCATIONAL REQUIREMENTS:

Proof of education listed in your application will be requested at the time of conditional offer. Acceptable documentation consists of transcripts or degree, if applicable, by the accredited U.S. college or university.

Education obtained outside the United States (US) require one of the following options:
An equivalency statement from an evaluation company certified by the National Association of Credential Evaluation Services (NACES) at https://naces.org/members/ or the Association of International Credential Evaluators Inc. (AICE) at http://aice-eval.org/members/ .An advanced-level degree from an accredited US college or university.

All applicants will be notified via e-mail or telephone of their application status and the assessment dates/times/locations after the closing date of this announcement.

THE PROVISIONS OF THIS JOB ANNOUNCEMENT DO NOT CONSTITUTE AN EXPRESSED OR IMPLIED CONTRACT.

Confidential (non-exempt)

The City offers an attractive benefits package, the central provisions of which are as follows:

• Retirement for Classic Members - For employees hired after 1/1/2013 who are CLASSIC MEMBERS of California Public Employees' Retirement System (CalPERS) or a reciprocal agency as of 12/31/12 and have not been separated from service from such agency for six months or more, the retirement benefit shall be 2.7 % @ age 55; 3 year final compensation. The required employee contribution is 8%. The City does not participate in Social Security; thus, employees do not bear this additional 6.2% expense.

• Retirement for New Members - For employees hired 1/1/2013 or later and who ARE NOT a member of the California Public Employees' Retirement System (CalPERS) or a reciprocal agency as of 12/31/12, or those who have been separated from a public agency which contracts with CalPERS or a reciprocal agency for six months or more, the retirement benefit shall be 2% at age 62; 3 year final compensation. The required employee contribution is 50% of the normal cost. And is subject to change per CalPERS every fiscal year. The City does not participate in Social Security; thus, employees do not bear this additional 6.2% expense.

• Health Insurance - The City offers six health insurance plans and contributes up to $1,734 per month for HMO plans (family coverage).

• Dental Insurance - The City provides three dental insurance plans and contributes up to $85 per month.

• Vision Insurance - The City provides vision coverage through Vision Service Plan (VSP) for employees and their dependents that are enrolled in medical coverage.

• Life Insurance - Effective 1/1/16, the City provides and pays for term life insurance with accidental death and dismemberment equal to two times the annual salary rounded to the next highest $1,000 (up to $700k) plus AD&D. Additional Life Insurance is available and voluntary for employee and eligible dependents (up to $300k).

• Deferred Compensation - The City contributes $125 per month with a minimum employee contribution of $12.50 per check. Participation in the deferred compensation plan is optional.

• Leave Benefits - Includes vacation leave, sick leave, bereavement leave, and holiday benefits. Please refer to the Fringe Benefits and Salary Plan for specific details.

• Flexible Spending Account - The City offers a Health Care and Dependent Care Flexible Spending Plan for optional participation.

• Long Term Disability - The City offers optional enrollment in the Long-Term Disability Plan.

• LegalEase Plan - Optional legal services plan for employees and eligible dependents.

• Critical Illness Plan - Optional critical illness insurance plan for employees and eligible dependents

• Vacation Accrual - 0-9 yrs = 128 hrs., 10+ yrs = 168 hrs.

• Administrative Leave - N/A

For additional benefits information, please visit the following website: https://www.riversideca.gov/human/employee-hub/benefits/ about-1

For part-time, benefitted positions the insurance and other benefits (leave accruals, holidays, etc.) are pro-rated based on ½ or ¾ time status.

Closing Date/Time: 10/19/2025 11:59 PM Pacific

Salary:

$64,128.00 - $85,920.00 Annually