City of Santa Monica Hiring for Executive Administrative Assistant – Human Resources at Santa Monica, CA Full Time

DEFINITION

Performs a wide variety of specialized, complex, and confidential administrative and office support functions in support of the Human Resources Department.

SUPERVISION

Works under the supervision of the Chief People Officer and/or designee who occasionally outlines work and occasionally reviews work. May train and coordinate the work of other clerical staff, as-needed or temporary staff.

The current hybrid work schedule for this position is a 9/80 with a requirement of two days a week in the office.

Representative Duties

Performs a variety of routine and complex clerical and administrative support duties for the Chief People Officer and other executive management.

Provides support in the implementation and management of Human Resources projects and initiatives.

Composes, types, and proofreads a variety of detailed material(s) including City Council staff reports, budget documents and correspondence.

Assists the public and City staff, in person and on the telephone by answering questions and making referrals to appropriate staff. Serves as a resource regarding the Human Resources department programs and procedures.

Responds promptly, and courteously to internal and external customer requests. Takes ownership of internal and external customer needs.

Coordinates and provides responses to public record requests.

Assists in identifying improvement opportunities to Human Resources workflows and processes.

Attends department staff meetings. Arranges, sets up and may be required to attend other meetings.

Maintain knowledge and understanding of Personnel Board requirements and procedures. Prepares agendas, minutes and packets for Personnel Board meetings.

Approves purchases, purchase orders, and department invoices for payment and assignment of account numbers. Responsible for accounts payable functions.

Assist in the development of learning activities for staff members.

Assists in training temporary and as-needed staff in applicable office procedures.

Coordinates tracking of incoming and outgoing mail to ensure appropriate distribution and timeliness for requests of department services.

Schedules and arranges meetings and travel plans for Chief People Officer and other staff members. Assists Chief People Officer with various calendaring and time management constraints.

Files and maintains a variety of records, forms and correspondence, including personnel-related files. May develop alphabetical, numerical, chronological or other recordkeeping systems.

Contacts individuals and/or agencies to resolve problems, obtain information, and gather data.

Operates a personal computer and applicable software to enter, modify and retrieve data, prepare correspondence, and complete various job duties.

Represents the Chief People Officer at meetings, as required. Authorized to sign the Chief People Officer’s name on documents, as assigned.

Makes recommendations to the Chief People Officer regarding office administration.

Assists with the administration of employer-employee relations as required.

Performs other related duties, as assigned.

Requirements

Knowledge, Ability and Skills:

Knowledge of

Basic principles and practices of human resources management.

Basic Project management techniques and practices.

Modern office procedures and equipment.

Record keeping principles and procedures.

Business English, spelling, and punctuation.

Computer software including word processing and electronic spreadsheets.

Effective customer service techniques.

Basic learning theories and approaches.

Effective training techniques.

Ability to

Maintain confidentiality.

Monitor project and initiative timelines.

Apply general rules to specific problems to produce solutions that make sense.

Train and coordinate staff.

Communicate effectively, orally and in writing, with the public and with City employees.

Use independent judgment and initiative.

Complete assignments in a timely manner.

Operate a variety of office equipment.

Follow complex oral and written instructions.

Set up and maintain computerized office files and other documents.

Analyze procedural problems and then develop and implement solutions.

Perform basic mathematical computations.

Work in a fast-paced environment.

Learn and use required software applications.

Provide effective customer service and respond to inquiries from employees and the public in a tactful manner.

Establish and maintain effective and cooperative working relationships with City employees and the public.

Skill in

Using a personal computer and applicable software applications.

Reading, writing and communicating in English at an appropriate level.

Education, Training And Experience

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

Equivalent to graduation from an accredited four-year college or university with major coursework in office administration, communications, human resources, public or business administration, or a related field and four (4) years of recent, paid and progressively responsible administrative support experience. Additional relevant work experience may be substituted for education on a year for year basis. Recent experience providing complex administrative and technical support to C-Suite executive, Department Director or Division Manager is desirable. Recent experience in human resources is desirable.

Licenses and Certificates

HR Certification desirable.

Supplemental Information

How To Apply

All applicants must submit an online City application and required supplemental questions to be considered for this position. Please note, applications may be rejected if incomplete. Résumés, CVs and cover letters are not reviewed as part of the application screening process and should not be submitted.

TRANSCRIPTS

You must submit a copy of your college level transcripts or diploma with your application unless you wish to substitute additional work experience. Applicants who indicate receipt of college level coursework or degree from a foreign institution must provide United States credential equivalency verification along with a copy of your college diploma/transcripts. All materials must be received in the Human Resources Department no later than the filing deadline. You must attach a scanned copy of your college diploma or transcripts to your on-line application. Failure to do so may result in your application being disqualified.

SELECTION PROCESS: All applicants will be reviewed and only those candidates determined to be most qualified on the basis of experience, training and education, as submitted, will be invited to participate further in the selection process. Testing may consist of the following:

Practical/Written Online Test: Qualifying

Written Examination: Qualifying

Writing Project: Qualifying

Oral Interview: 100%

WORKING CONDITIONS

Work is primarily performed indoors in a busy office environment. Must be able to handle a high volume of work and meet deadlines. May be required to attend evening meetings.

NOTE: If fewer than three qualified City employees pass the examination, the appointing authority, in accordance with the City’s civil service rules and regulations, can decline to use a promotional list, in which case a promotional list will not be established for this position.

BACKGROUND INVESTIGATIONS: Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.

The City of Santa Monica is a progressive, inclusive and culturally-rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our employees are empowered to perform at their highest level and where their differences make a positive impact.

The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces the diversity of our employees. Join us!

Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call (310) 458-8246, TDD (310) 458-8696 (Hearing Impaired Only).

Please note the request for reasonable accommodations must be made to Human Resources at least three work days prior to the examination.

The City’s liberal fringe benefits for full-time employment include sick leave, holiday and vacation pay, the Public Employees Retirement System, medical, dental and vision insurance, credit union, deferred compensation, tuition reimbursement, Dependent Care Assistance Plan and priority enrollment consideration at Hill & Dale Family Learning Center, Marine Park Child Development Center, and Santa Monica Early Childhood Lab School.

01

The Executive Administrative Assistant – HR classification requires a combination of training and experience that would provide the required knowledge, skills, and abilities to qualify.

A typical way to obtain the required qualifications would be: Equivalent to graduation from an accredited four-year college or university with major coursework in office administration, communications, human resources, public or business administration, or a related field and four (4) years of recent, paid and progressively responsible administrative support experience. Additional relevant work experience may be substituted for education on a year for year basis.

Do you meet this requirement?

If YES, you must submit a copy of your college level transcripts or diploma to qualify for the position. Applicants who indicate receipt of college level coursework or degree from a foreign institution must provide United States credential equivalency verification along with a copy of your college diploma/transcripts. If you are using additional relevant work experience to substitute for education on a year for year basis, you must clearly list this experience within your application. All materials must be attached to your online application at time of submission. Failure to do so may result in your application being disqualified.

• Yes
• No

02

Describe your experience providing complex administrative and technical support to an executive or senior manager.

In your response include the following

• a description of the organization(s) in which you acquired the experience;
• the title and level of the executive(s) you supported, and
• a description of your overall responsibilities.

If you have no such experience, mark N/A.

03

Describe your experience managing multiple calendars for executive and/or senior management staff. Include the program you utilized to manage the calendars. If you have no such experience, mark N/A.

04

Describe your professional experience preparing various written materials and the purpose of these materials.

In your response, describe the materials (e.g., reports, newsletters, business letters, presentations), the intended audience, and how often you prepared them (i.e., daily, monthly, quarterly, as-needed).

If you have no such experience, mark N/A.

05

This position will be responsible for procurement-related duties, including assisting with professional services contract administration. Please describe your specific experience with processing invoices, reconciling associated financial information, and assisting with contract administration. If you have no such experience, indicate N/A.

06

Please note this position will be required to attend Personnel Board meetings which sometimes occur at night. Are you able to work at night when required?

• Yes
• No

Required Question

Agency City of Santa Monica

Address 1685 Main Street, Room 101

P.O. Box 2200

Santa Monica, California, 90401

Phone 310-458-8697

Website https://www.santamonica.gov/departments/human-resources