Executive Coordinator (Confidential)

JOB Under the general supervision of the Director of Administrative Services and general direction of the City Manager, performs a variety of office administrative, project coordination and management support work for the Mayor, City Council, City Manager and Director of Administrative Services, provides occasional support for all public counters, and performs related duties as assigned.
The work may be confidential, require extensive public contact, the frequent use of tact, discretion, and independent judgment, knowledge of City activities and the ability to conduct independent projects.
This class is distinguished from other office administrative classes in that the nature, scope, and diversity of responsibilities originating at the City-wide level require a broader understanding of City functions and the capability of relieving City management staff of day-to-day office administrative and coordinative duties.
As a member of the City's confidential staff, this is an "at-will" position, and the incumbent serves at the discretion of the City Manager.
Supervision Received and ExercisedReceives supervision and direction from the Director of Administrative Services and direction from the Mayor, City Council, City Manager.
EXAMPLES OF ESSENTIAL DUTIESThis class specification represents only the core areas of responsibilities; specific position assignment will vary depending on the needs of the department.
Participates, as assigned, in the development and implementation of goals, objectives, policies and priorities for citywide government and the City Manager’s Office.
Conducts studies, surveys, and the collection of information on difficult operational and administrative problems; analyzes findings and prepares reports of practical solutions for review by the Director of Administrative Services or his/her designee; manages special projects and develops community coalitions.
May be assigned to coordinate assigned programs with City departments and with outside agencies; assists in the installation of new programs and procedures.
Represents the City in City Council meetings, special commissions and boards, the community at large, and at professional meetings as required.
Analyzes, interprets, and applies policies and procedures within assigned areas and for the City government as a whole.
Establishes positive working relationships with representatives of community organizations, state/local agencies and associations, City management and staff, and the public.
Answers questions from, transmits information to and provides office administrative support to the City Council.
Maintains multiple calendars and coordinates the schedules of the Mayor, City Council, City Manager and other executive City management as directed with those of members of Boards and Commissions, representatives of other organizations, and the public; makes travel arrangements as required.
Receives and screens visitors, telephone calls, emails and regular mail; provides information and resolves issues for City staff, other organizations, and the public, which often requires the use of judgment and the interpretation of policies, rules, and procedures.
Provides a variety of support to City commissions or committees; may prepare and distribute agenda packets, attend meetings, and prepare minutes, and follow-up on decisions as required.
Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, preparing contracts and agreements, arranging for equipment purchase and maintenance, attending meetings, and serving on various task forces and committees.
Prepares detailed and often confidential correspondence, reports, forms, invitations, graphic materials, and specialized documents from drafts, notes, brief instructions and the like; proofreads materials for accuracy, completeness, compliance with departmental policies, format, and English usage, including grammar, punctuation, and spelling.
Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment, and multi-line telephones; may operate other department specific equipment.
Organizes and maintains various administrative, confidential, reference, and follow-up files; purges files as required.
May direct the work of other office support staff on a project specific basis; may train staff in work procedures.
Relieves the City Manager of administrative detail.
Provides secretarial and administrative support to the Mayor, City Council, City Manager, and Director of Administrative Services for transmittal to City officials, committees/commissions, staff and/or the public; maintains records of actions and documents; prepares drafts and a wide variety of finished documents from written notes, brief verbal instructions or printed materials; takes and transcribes dictation; initiates specific correspondence independently for approval/signature of administrators; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and the appropriate use of English composition, grammar and punctuation.
Processes payment of all City Attorney invoices, including assignment of accounts.
Assists with budget preparation, notes issues and monitors expenditures.
Prepares formatted staff reports, resolutions and ordinances for draft content received from other departments or independently as requested.
Consults with the Records Division to research background materials and prepares reports as assigned.
Provides general support services to the Records Division, including records retrieval, storage, preservation, and metadata entry.
Prepares material requisitions and special check requests; reviews invoices for accuracy and ensuring items are received and resolving discrepancies as necessary; prepares preliminary drafts of departmental budgets; assists in the preparation of the City's overall budget and monitors expenditures; initiates annual purchase orders in conformance with approved budget.
May serve as secretary to various committees, task force group, subcommittees, or commissions; prepares draft and final agendas; compiles and distributes packet; ensures noticing requirements are met; attends meetings; prepares minutes.
Provides notary public services as required by various City departments and the public.
Performs other duties of similar nature and level as assigned to address organization needs and changing organization practices.
QUALIFICATIONS/GUIDELINESThe following generally describes the knowledge, ability, and education required to successfully perform the job duties.
Education, Training and/or Experience: Any combination of education and/or experience that has provided the knowledge, skills, and abilities necessary for satisfactory job performance.
Example combinations include but are not limited to graduation from a college or university with a major in business administration, public administration, or a related field; OR five (5) years professional experience in public relations, public communications, or related government experience.
Licensing/Certifications: Possession or ability to obtain an appropriate California driver's license and a satisfactory driving record.
Thorough knowledge of notary public procedures and the ability to maintain a valid commission.
Knowledge, Skills and Abilities: Operational characteristics, services, and activities of assigned functions, programs, and operations of an executive office.
Functions and organization of municipal government.
Work organization principles and practices.
Modern office procedures, methods, and equipment including computers.
Principles of business letter writing and report preparation.
Methods and techniques of public relations.
Principles and procedures of record keeping.
English usage, spelling, grammar, and punctuation.
Pertinent federal, state, and local laws, codes, and ordinances.
Perform confidential, responsible, and difficult administrative support duties involving the use of independent judgment and personal initiative and resourcefulness in support of the City Council, City Attorney, and City Manager.
Understand the organization and operation of the city and of outside agencies as necessary to assume assigned responsibilities.
Understand, interpret, and apply administrative and departmental policies and procedures as well as pertinent laws, regulations, and ordinances.
Effectively represent the city to outside individuals and agencies to accomplish the goals and objectives of the unit.
Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press, or other agencies on sensitive issues in area of responsibility.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
Operate and use modern office equipment including a computer and various software packages.
Type and enter data at a speed necessary for successful job performance.
Establish and maintain effective working relationships with those contacted in the course of work.
Disaster Service Workers: Under California Government Code Sections 3100 - 3109, public employees are designated as disaster service workers.
The term "public employees" includes all persons employed by the state or any county, city, state agency, or public district.
Disaster service workers are required to participate in such disaster service activities as may be assigned to them by their employer or by law.
The employees working for the City of Rancho Mirage take this responsibility seriously.
Disaster plans are continuously being evaluated, drills are scheduled, and employees engage in training where they practice executing emergency support services.
ADA and Other Requirements: Positions in this class typically require: prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily activities.
The position also requires grasping, repetitive hand movement, and fine coordination in preparing statistical reports and data using a computer keyboard.
Additionally, the position requires near vision in reading correspondence, statistical data, and using a computer.
Acute hearing is required when providing phone and personal service.
The need to lift, drag, and push files, paper, and documents weighing up to 25 pounds also is required.
Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.
Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.
For assistance with the application process, please contact (888) 877-5379 TDD or email Jobs@ranchomirageca.
gov.
NOTE: The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.
All inquiries regarding the application process may be directed to Jobs@ranchomirageca.
gov.