Executive Administrative Assistant - Air...
City of Palm Springs, CA - Palm Springs, CA

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This position works at the Palm Springs Airport and provides a wide variety of highly-responsible, complex, non-routine, and often confidential administrative support services to the Executive Director an senior level staff. In addition to providing daily administrative support to assigned staff, this position is responsible for administrative assignments including, but not limited to, coordinating, assembling, and reviewing pertinent materials, documents, agendas and contracts, independently researching and compiling information on issues as needed; maintaining administrative assignments and priorities; coordinating departmental staff responses; acting as primary liaison for internal and external inquiries, resolving a majority of simple and complex issues; performs technical support duties, preparing reports and presentations, and provides highly confidential and sensitive information frequently requiring the application of discretion and tact. This class may also provide administrative support for other staff in the assigned department and assist others as needed.

As a member of the City’s unclassified service, this is an “at-will” position and the incumbent serves at the discretion of the City Manager.

Examples of Essential and General Responsibilities:
Performs a full range of of executive level administrative duties. Serves as contact and liaison for assigned functions and programs with other City departments and staff, the general public, and outside agencies and organizations; interacts with government officials, City Council, representatives from business and community organizations, the public, and all levels of personnel; resolves sensitive and controversial issues or refers to executive/management staff as appropriate; explains various programs, policies, and activities. Makes travel arrangements; maintains appointment schedules and calendars; arranges meetings and conferences. Screens calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information and assistance; researches information related to City regulations and departmental policies; assists the public and other City staff in interpreting and applying City policies, procedures, codes, ordinances, rules and regulations in response to inquiries that often require the use of independent judgment and the understanding of policies and procedures. Collects, compiles, and analyzes information from various sources on a variety of specialized topics related to programs administered by the position or by executive/management staff; writes reports that present and interpret data, identify alternatives, and make and justify recommendations. Performs a wide variety of complex, responsible, and confidential duties for assigned office and staff; relieves executive and management staff of administrative work, including investigating and answering complaints and providing assistance in resolving operational and administrative problems. Types, word processes, and proofreads a wide variety of reports, letters, memoranda, correspondence, resolutions, proclamations, certificates and other documents; types from rough draft, verbal instruction, or transcribing machine; independently composes correspondence and other documents related to assigned area of responsibility. Performs a full range of accounting duties in support of assigned area; coordinates and tracks accounts payable and accounts receivable; may prepare department payroll for processing; may assist in coordinating, developing, and monitoring the assigned budget; monitors expenditures and purchasing activities; prepares purchase orders; receives, and records invoices and fees. Assists in a variety of special program operations; coordinates, supervises, monitors, and participates in other assignments and activities as assigned; maintains control files on matters in progress and expedites their completion; serves on committees as assigned. Performs related duties, responsibilities, and assignments as required.

Minimum and Preferred Requirements:
Minimum requirements must be clearly demonstrated on the application to be considered, however, meeting the minimum requirements does not guarantee an invitation to compete further in the selection process. Experience requirements must be demonstrated in the “Work Experience” section of the application, other sections of the application will not be used to determine experience qualifications. Qualifications noted as “desirable” are not included as part of the minimum requirements.

Experience: Five (5) years of increasingly responsible administrative and/or secretarial experience is required, preferably with the past three years working for a Department Head or Executive. Previous experience working for an airport or airline with knowledge and understanding of federal aviation guidelines is preferred. Proficiency in Microsoft Office ( Excel, Outlook and Word) is preferred. Training:
High School diploma or equivalent supplemented by specialized secretarial training is required. Bachelor’s degree from an accredited college or university with major course work in business administration or a related field or equivalent is preferred.

License or Certificates:

Working Conditions:
This position works in an office environment with exposure to computer screens and may require maintaining physical condition necessary for sitting for prolonged periods of time.
Must successfully complete a pre-employment background investigation and for some positions a physical and drug screen.

Application and Exam Information:
A completed application, supplemental questionnaire, cover letter and resume are required by the closing date and time. As a candidate for the position, you will want to be sure your application accurately reflects your skills and abilities as they relate to the position to achieve maximum opportunity. Applications will be reviewed carefully, and only those who appear to have the best qualifications will be invited to continue in the selection process. Minimum requirements must be clearly demonstrated on the application to be considered as this information will be used to determine minimum qualifications. Experience requirements must be demonstrated in the “Work Experience” section of the application, other sections of the application will not be used to determine experience qualifications. Resumes and other documents may be submitted, however they will not be used to determine minimum qualifications, please do not use phrases such as “see attached” or “see resume” as they will not be considered. Meeting the minimum requirements does not guarantee an invitation to compete further in the process. Minimum requirements must be met at the time of application submission unless stated otherwise. Selection Process Information - The selection process for this position may include one or more of the following: application review, qualification review, written exam, practical exam, oral panel exam and department interview.
Candidates must successfully pass each stage of the selection process above in order to continue to the next step. This process may be modified or changed depending on the number of qualified candidates.
Please remember to submit all your application materials including your cover letter and resume by the closing date and time. Incomplete or applications received after the closing date and time cannot be considered. All information on the application is subject to investigation and verification.
For more information on completing your application materials click here .
If you are ready fto join the exciting Team Palm Springs and you meet the requirements detailed above, please click the apply button. For more information contact Human Resources at:
The City of Palm Springs
3200 East Tahquitz Canyon Way
Palm Springs, CA 92262
Applications must be received by 4:00pm December 10, 2012 in order to be considered for this opportunity. The City of Palm Springs reserves the right to accelerate or extend the "Closing Date" of open positions at any time, dependent upon the number of applications received.
The City of Palm Springs is an equal employment opportunity employer. We encourage all persons to file applications with us as we do not discriminate on the basis of age, ancestry, color, creed, disability, family status, marital status, national origin, political affiliation, race, religion, sex, sexual orientation, or veteran status.
Disaster Service Worker: In accordance with Government Code Section 3100, City of Palm Springs Employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly.