Who We Are
The City of Beverly Hills has a long-standing reputation for providing superior customer service to residents, businesses, and visitors. This characteristic, combined with outstanding staff in all departments, has been a hallmark of success for this high-performance organization. The municipal government (approximately 1,080 full-time and part-time employees) provides the highest quality safety services, recreational, municipal services, and physical environment.
What We Do
The Information Technology Department is recognized among municipalities as a premier provider of technology infrastructure and services. The department's mission is to make information available anytime and anywhere by facilitating citywide and intergovernmental knowledge sharing and ensuring access to reliable, innovative, and cost-effective technologies.
What We're Looking For
The City of Beverly Hills is seeking an outstanding Executive Assistant. In this position you will be expected to perform a wide variety of responsible, complex, and sensitive administrative and secretarial duties in support of the Information Technology Department executives. This role attends meetings as needed, greets/assists individuals, provides information to internal/external customers, receives telephone calls and provides assistance using judgment as necessary. This role is also expected to plan, schedule, coordinate, issue meeting invitations and implement departmental special events, conferences, trainings, meetings, and conference calls.
The ideal candidate will have previous experience managing executive calendars, answering multiple phone lines, and working with a budget. Previous experience in a technology-related environment is preferred.
Detailed Job Description
For major duties, requirements, including knowledge, skills, & abilities, please click here.
Work Schedule/Location
This position will be assigned a work schedule based on operational needs as determined by the Chief Information Officer. Potential schedules include a 5/40 or 9/80
onsite schedule.
Selection Process
Candidates Who Meet The Minimum Qualifications And Whose Interests And Experience Appear To Meet The Desired Qualifications Of The Position Will Be Invited To Participate In The Next Steps Of The Recruitment Process Which Will Include:
- Supplemental Questionnaire
- Online multiple-choice test
- Virtual oral interview
The candidates who successfully pass the selection process will earn placement on an Eligibility List. The Eligibility List may be used for current and future vacancies in the job classification, as defined by the duration of the list at the time the list is established. The Eligibility List established for any recruitment may also be used to fill a lower-level position.
Conviction History
As a finalist for a job, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction (or arrest, in limited circumstances) conflicts with the specific duties and responsibilities of the job for which you are a finalist. Having a conviction history does not automatically preclude you from a job with the City. If you are selected as a finalist, you will be contacted to schedule a fingerprinting appointment.
Conclusion
Verification: Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. Note: Falsifying one's education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City of Beverly Hills.
Disaster Service Workers
All City Of Beverly Hills Employees Are Designated Disaster Service Workers Through State And Local Law (California Government Code Section 3100-3109). Employment With The City Requires The Affirmation Of a Loyalty Oath To This Effect. Employees Are Required To Complete All Disaster Service Worker-related Training As Assigned, And To Return To Work As Ordered In The Event Of An Emergency.EXAMPLES OF ESSENTIAL DUTIES- Duties May Include, But Are Not Limited To, The Following:
- Perform a wide variety of responsible, complex, and sensitive executive secretarial and administrative duties as required by daily operations for a department head and boards or commissions, as assigned.
- Plan, prioritize, assign, supervise and review the work of staff involved in administrative support work, as assigned.
- Represent a department of the City to the public, businesses and other agencies at the request of the department head; attend meetings as needed; greet and assist individuals and provide information; receive telephone calls including complaints, and provide assistance using judgment as to calls requiring priority attention.
- Prepare, process, organize and distribute a variety of documents, notices, agendas, minutes, memos, reports, subpoena requests and records; conduct research and collect information; conduct and implement assigned projects; review, edit, proofread, correct and/or summarize miscellaneous reports and documents; enter, log and track data, requests, and invoices; retrieve information; maintain hard copies and electronic files and recordkeeping systems as needed.
- Plan, schedule, coordinate, issue invitations and implement departmental special events, conferences, trainings, meetings and conference calls and other activities; make travel arrangements; provide follow up to assignments including status reports and updates, as needed.
- Coordinate and ensure smooth office operations; maintain schedules and calendars; prepare presentations; develop and recommend office procedures and systems; may assist with contracts and maintaining departmental web site and social media accounts as assigned.
- Participate in the development of a department budget; prepare and process invoices and purchase orders; order and purchase supplies and maintain and reconcile petty cash as assigned; compile or assist with budget requests and reports; monitor and make recommendations to control expenditures; process personnel forms, reports and requests, maintain time cards, payroll records and confidential departmental personnel files and other related records as assigned.
- Receive, review, distribute and evaluate incoming correspondence; identify items requiring priority attention; respond to letters, general correspondence and social media.
- Assist new or existing staff in learning departmental practices and protocols, office methods and procedures, and computer software and systems; provide support and backup functions as needed.
- Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.
- Foster an environment that embraces diversity, integrity, trust, and respect.
- Be an integral team player, which involves flexibility, cooperation, and communication.
- Perform related duties as assigned.
Experience and Training
Any Combination Of Experience And Training That Would Provide The Required Knowledge And Abilities Is Qualifying. A Typical Way To Obtain The Required Knowledge And Abilities Would Be:
- Experience: Three years of responsible administrative support and secretarial experience similar to a Management Assistant with the City of Beverly Hills.
- Training: Equivalent to the completion of the twelfth grade supplemented by college course work in office management, business or a related field.
License and Certificate
- Possession of, or ability to obtain, a valid California driver’s license as required by the position.
Knowledge Of:
- Organization, procedures and operating details of a City department. Principles and practices of supervision, training and performance evaluations. Principles and practices of routine analytical research and recordkeeping.
- Principles and practices of inventory maintenance and contract and expense monitoring and processing procedures.
- Principles and practices of office management.
- Methods and procedures for English usage, spelling, grammar, and punctuation and business letter and report writing.
- Standard office practices, methods and procedures, use of computer equipment and relevant software.
- Excellent communication and customer service skills.
- Pertinent City functions, policies, rules and regulations related to assigned functions.
Ability To:
- Perform a wide variety of responsible, complex, and sensitive executive secretarial and administrative duties as required by daily operations of a City department and supervise assigned clerical staff.
- Intermittently, review and evaluate documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve issues for the public and with staff.
- Prioritize, organize, schedule and coordinate tasks and events and handle confidential information with discretion; manage multiple priorities.
- Research, prepare, process, distribute and maintain a variety of documents, reports, calendars, correspondence.
- Understand, organize, index, enter electronically and reference a wide variety of administrative information and records.
- Purchase supplies and monitor expenditures.
- Use sound judgment in recognizing scope of authority.
- Operate and use standard office equipment including computers and applicable software.
- Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities.
- Utilize appropriate safety procedures and practices for assigned duties.
- Establish and maintain effective working relationships with those contacted in the course of work.
- Work with various cultural and ethnic groups in a tactful and effective manner. Communicate clearly and concisely, both orally and in writing.
