Executive Assistant - Mayor & City Council

City of Santa Clara, CA

Job Details

  • Job Function: Assistant to Manager/CAO; Other; Non-Department Head
  • Salary: $106,092 - $137,292. DOQ
  • Position Type: Full Time
  • Population: 129,604
  • Website: http://santaclaraca.gov
  • Where: 1500 Warburton Avenue, Santa Clara, CA 95050
  • Form of Government: Council-Manager

Post Date: May 10 2019

Deadline: May 28 2019



To be considered for the screening process, the Human Resources Department must receive completed resume packets no later than 4:00 p.m., Tuesday, May 28, 2019. Resume Packets must include a City Application, "Letter of Interest and Intent," and a detailed resume. Applicants may submit resume packets using the "Apply Now" feature from the job announcement on www.santaclaraca.gov or submit hard copies to the City of Santa Clara Human Resources Department,1500 Warburton Ave. Santa Clara, CA 95050.

The Executive Assistant annual salary range is from $106,092.00 to $137,292.00. The annual salary is based on qualifications.

The City offers a number of benefits to management employees, including:

CalPERS Retirement Plan/Social Security: California Public Employees' Retirement System integrated with Social Security. CalPERS 8% employee contribution. Social Security, FICA employee contribution: 7.65% of earnings (6.2% Social Security + 1.45% Medicare).

CalPERS Pension: 2.7% @ 55 for Classic Employees (no EPMC), 2% @ 62 for new CalPERS employees.

For a complete list of benefits, please visit www.santaclaraca.gov.

The City of Santa Clara is currently recruiting for the Executive Assistant to the Mayor and City Council. This position is housed in the City Manager's Office and assigned functions to support the Mayor and City Council. This role is a critical executive-level support position for this office and works as part of a team with a Staff Analyst. The Executive Assistant is responsible for maintaining the full City Council's calendar and appointment schedule and coordinating attendance at board, committee, and commission meetings; managing and screening incoming correspondence to ensure deadlines are met; and preparing general correspondence, minutes, reports, and certificates. The Executive Assistant to the Mayor and City Council is also responsible for receiving and replying to inquiries (e.g., via email, in-office visits, phone calls) and referring the inquiries to the appropriate department.

As a member of the City's Unclassified Service this is an "at-will" position and the incumbent serves at the discretion of the City Manager. An incumbent in this classification: demonstrates strong ethical, professional, and service-oriented leadership and interpersonal skills, sets a good example; and correctly applies the tenets of the City's Code of Ethics and Values.


Duties may include, but are not limited to, the following:

Under general direction:
•Receive and reply to mail, office visitors, telephone calls, and refer citizen complaints to the appropriate department;
•Perform varied, responsible and confidential administrative duties;
•Maintain calendar and appointment schedule, and coordinate attendance at numerous board, committee, and commission meetings;
•Prepare original correspondence, reports, news releases, proclamations and commendations;
•Coordinate special and ongoing projects;
•Handle daily contact with high-level government officials and residents;
•Handle confidential information regarding controversial issues;
•Handle travel arrangements;
•Prepare or transcribe finished copy from notes, typed copy, rough draft, oral instructions self-composed letters and memos, and transcripts of minutes and reports;
•Assemble, review, and analyze materials to determine that all relevant data, files, signatures, and other required details are included;
•Screen incoming correspondence, follow up to ensure deadlines are met;
•Contact other agencies for information required for special reports or correspondence, handle confidential information regarding controversial matters;
•Establish and maintain office files and procedures;
•Prepare annual operating budget and monitor use of funds;
•Track Council proclamations and awards received by the City of Santa Clara;
•Supervise administrative support staff;
•Order office supplies and capital outlay items; and
•Perform other related duties as assigned.


•Associate of Arts degree in office administration, business management or related field.
•Six years of progressively responsible and varied administrative support and/or legal experience including supervisory responsibilities.

Desirable Qualifications:
•Public sector experience is preferred.

Incumbents in this position are required to file a Conflict of Interest statement upon assuming office, annually, and upon leaving office, in accordance with City Manager's Directive 100.


Knowledge of:
•Basic organization and function of municipal government, including the role of an elected City Council and appointed boards and commissions; functions and role of City Manager, City Attorney, and City operations;
•Individual activities and issues with which the office is involved;
•Budgetary and financial record keeping methods;
•Office methods, procedures and machines, including filing systems, reception and telephone techniques and letter and report writing;
•Office safety practices, procedures and standards;
•Microsoft Office suite products, including Word, Excel, PowerPoint and Outlook; and
•Correct English usage, spelling, punctuation, grammar and vocabulary.

Ability to:
•Perform difficult para-professional work independently;
•Use tact and discretion in handling routine, complex, and confidential matters related to the City of Santa Clara's business;
•Effectively manage calendars and appointment schedules;
•Establish and maintain effective working relationships with those contacted in the course of work, including the general public;
•Prepare correspondence without review, employ good judgment and make sound decisions in light of established policies and procedures;
•Transcribe material with 90% accuracy;
•Type from clear copy at a net rate of not less than 25 words per minute on a computer keyboard;
•Communicate effectively and clearly, both verbally and in writing;
•Supervise the work of administrative support staff;
•Manage multiple priorities, organize workload, organize files, meet strict deadlines and work with many interruptions; and
•Walk or stand for extended periods of time and bend, stoop, crawl, climb, and lift as necessary to perform assigned duties.