PAY RANGE: N23

EXECUTIVE ASSISTANT

GENERAL DEFINITION

This is administrative analysis and management work for a Commissioner or Deputy Commissioner. Employees in this class carry out a variety of analytical management and staff assignments pertaining to the responsibilities of the executive.

Work involves analyzing departmental operations for consistency with departmental goals and policies, monitoring organizational and administrative changes designed to achieve city or department-wide service objectives, and representing the executive at meetings and conferences. Employees are assigned to one of two functional areas; providing executive staff assistance to a Commissioner or Deputy, or supervising subordinate analysts in a department-wide administrative analysis function.

This class differs from other administrative staff and analytical positions by (a) the degree of delegated authority to perform tasks such as the reviewing of operational and administrative programs, (b) the authority to recommend corrective administrative action, and (c) the authority to coordinate, on behalf of the executive, the provision or alteration of program services. Work is performed under the direction of a Commissioner or Deputy Commissioner.

ALLOCATING FACTORS: (The following conditions must be met for a position to be allocated to this class.)

• A position in this class must report to a Commissioner or a Deputy Commissioner, or supervise subordinate analysts in a department-wide analysis function.

• A position must perform a wide variety of assignments involving major administrative and managerial issues pertaining to the responsibility of the executive.

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

Participates in the development of program administrative policy and standards; reviews proposals for new or modification to existing service programs in terms of meeting departmental goals and needs; advises executive on the administrative feasibility of implementing such proposals; review implementation procedures for conformance to departmental and city policies and procedures.

Analyzes and reviews the operations and administrative procedures of department; develops and implements revised procedures and corrective actions; reviews, evaluates and recommends changes for administrative processes, work flow, records and other documents, staffing patterns, and achievement of stated departmental objectives; supervises staff of analysts engaged in department-wide analysis function as dictated by assignment.

Assigns, directs and coordinates projects, programs, and specific work efforts of administrative staff in accordance with directives and guidelines of the executive; meets with departmental executive staff to define and clarify program goals and objectives; follows through on the implementation of organizational and procedural changes; coordinates the activities of divisions and subdivisions of the department.

Prepares a variety of periodic and special reports pertaining to the operation and problems of the operating departments, including sick leave and overtime usage, program issues, work production, and budgetary matters; prepares a variety of manuals, procedures and policy statements which serve as internal guidelines; conducts cost-feasibility studies; prepares conclusions based on cost-feasibility studies.

Represents the executive in conferences and meetings with authority to make commitments of departmental resources in accordance with executive's instructions and guidelines; serves as a liaison for the executive to division heads and administrators; develops and discusses the Department's position on program legislation; represents executive on legislative matters at meetings with federal, state, other public agencies and private organizations.

Answers correspondence addressed to the executive; meets with and interviews visitors of the executive; give speeches to groups on various aspects of departmental operations and programs; schedules press conferences for the executive and may represent the executive at the press conferences.

Prepares press releases; prepares speeches which are presented by department officials; makes presentations and represents the City at meetings of professional organizations and community groups.

Performs related work as required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

KNOWLEDGE OF:

• the principles and practices of public administration

• the principles and practices of administrative and operational analysis

• the principles and practices of administration, organization and management and their application in solving a variety of operational and administrative problems

• the principles and practices of methods and procedures analysis, administrative control, work simplification, and staff utilization

• organization and functions of municipal government and their relationship to the achievement of programmatic goals and objectives

• principles, practices, and techniques of project management

• organizational planning and development

• reporting writing principles and techniques

SKILLS IN:

• evaluating the effectiveness of administrative functions and service programs and implementing changes to provide for more effective and efficient operations

• securing the support and cooperation of departmental managers

• communicating ideas clearly and concisely

ABILITY TO:

• formulate new or alternative strategies to achieve organizational goals and objectives

• evaluate quality and effectiveness and effect sound management practices in the administration of programs

• plan, organize and implement administrative and other ancillary support services to meet program goals

• establish and maintain effective working relationships with associates.

• prepare comprehensive reports, charts, layouts, forms, handbooks, and other media of information and instruction

• develop policies, procedures and guidelines governing administrative processes

• supervise

• express ideas effectively, both orally and in writing

MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 1/23.)

EDUCATION:

Completion of a bachelor's degree from an accredited college or university.

AND

GENERAL EXPERIENCE:

Two years of general administrative or technical experience involving research and analysis or program planning or monitoring and evaluation.

AND

SPECIFIC EXPERIENCE:

Two years of experience in administrative, program or personnel analysis, or planning and managing capital projects at the full performance level.

NOTE: An industry recognized certification in a related field or additional specific experience may substitute for the required education on a year-for-year basis.

OR

Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources which has included the specific experience.

PHYSICAL AND MEDICAL REQUIREMENTS

Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

Class Established 1/53

Spec. Revision:

CSC - 12/92

Ad. Board - 1/93

Latest Spec Revision:

CSC – 12/22

Ad. Board – 1/23