Senior Council Executive Assistant - PT

Description

Do you have the desire to make a meaningful impact in a vibrant and diverse community by serving in an elected official’s office? Apply your passion for public service in the City of Irvine, Office of a Councilmember.  The City is nationally-ranked for safety, educational institutions, business enterprises, and quality of life.
If you enjoy providing a high-level of administrative support and customer service in a fast-paced environment, the Senior Council Executive Assistant - PT position is an excellent opportunity. The schedule for this position may include weeknights, weekend shifts, and some holidays.

Your Impact

• Conducts research and analysis on topics related to City policies, procedures, operational programs, agenda items, etc., and prepares oral and written reports of findings to individual members of the City Council.
• Drafts letters and other correspondence for individual members of the City Council.
• Attends City business related meetings with and/or on behalf of individual City Council members as requested; assembles and distributes meeting follow-up information as requested.
• Exercises appropriate judgment in answering questions and releasing information and in analyzing and projecting consequences of decisions and/or recommendations.
• Frequent interactions with the constituency, including responding and documenting constituent inquiries, case management, serves as first point of contact for all incoming electronic communications. 
• Perform complex secretarial and administrative support tasks. 
• Under the supervision of the Chief of Staff, directly supports the Councilmember with various requests and special projects.
• Respond to citizen requests, conduct research, and prepare correspondences. Calendar management of the Councilmember and complete assignments using various computer programs.

Best Fit

• Works well in a fast-paced environment with multiple competing projects with a proven track record of administrative support, outstanding customer services skills and a positive can-do attitude.
• Detail-oriented, organized, and skilled in writing and editing, along with the ability to adapt to changing technology.
• Excel at exercising sound judgement and maintains a high-level of professionalism and confidentiality.
• Excellent interpersonal communication skills and situational awareness to communicate with precision.
• Experience in event planning, managing lists/databases for the purposes of outreach to constituents. 
• Proficiency in Microsoft including Outlook.
• Interest in Political Science, local governance and policy making.

Essential Duties and Responsibilities
Administrative Support:

• Constituent Services.  With sense of urgency, acknowledge all constituent inquiries and direct to the appropriate staff; constituent case management; identify opportunities for thank you letters and certificates of recognition and the like, and other tasks that relate to constituent administration. 
• Scheduling. Collect and process all scheduling requests as it relates to the Councilmember, complete scheduling form, identify when materials will be needed (certificates, program bio, etc.); coordinate with City Management Office schedulers for internal meeting requests; calendar community events as identified; and other scheduling related tasks as needed. 
• Information Management.  Utilize existing practices to collect information to help staff identify trends that require council discussion or action. 

In addition to the above key areas, there may be other minimal administrative tasks that will be assigned in support of the Councilmember’s Office.

Supplemental Information

Your TeamTheCity Manager’s Office assists the Irvine City Council in the development of policies, goals, and objectives, as well as the implementation of decisions established by the City Council. The department oversees the activities and operations of the City including legislative support, policy implementation, budget development, strategic planning, economic development, elections, communication services, and the legal service functions of the City. 
 
The Mission of the Employees of the City of Irvine is to create and maintain a community where people can live, work, and play in an environment that is safe, vibrant, and aesthetically pleasing. We are one team that exists to serve our community in the continual pursuit of a City that offers an exceptional quality of life. The City of Irvine’s five values of Humility, Innovation, Empathy, Passion, and Integrity reflect the interests and needs of the community, and the level of service they expect and desire. We areOne Irvinethrough embrace of a team-oriented approach by living our values every day. 

The Process
The selection process may include an examination and a background investigation prior to appointment. This recruitment may establish an eligibility list to fill future positions in similar and/or lower classifications within the organization.

Equal Opportunity Employer
The City of Irvine is an Equal Opportunity Employer and provides reasonable accommodations to qualified individuals with disabilities. We encourage you to inform Human Resources at least two business days prior to the first phase of the selection process if you have a disability that may require an accommodation.