Executive Assistant, Limited Duration (LD) / Acting in Capacity (AIC)

Executive Assistant, Limited Duration (LD) / Acting in Capacity (AIC) Print (https://www.governmentjobs.com/careers/eugene/jobs/newprint/4613809) Apply  Executive Assistant, Limited Duration (LD) / Acting in Capacity (AIC) Salary $60,881.60 - $79,123.20 AnnuallyLocation Eugene, ORJob TypeFull-Time RegularJob Number03962DepartmentCentral Services DepartmentDivisionCentral Services AdministrationOpening Date08/12/2024Closing Date8/19/2024 5:15 PM Pacific

Description

Benefits

Questions

General Statement of DutiesThe Central Services Department is seeking a driven, dedicated and highly organized individual to join the Central Services Department Administration Team as limited duration (LD) / acting-in-capacity (AIC) Executive Assistant. Central Services Administration Team provides executive leadership, organizational support and financial planning and management services to all Central Services divisions and other internal customers in helping them achieve City Council goals and implement key City initiatives and projects. Central Services Department Divisions reporting to the Central Services Executive Manager include the Employee Resource Center, Information Services, Facilities, Municipal Court, and Office of Equity and Community Engagement. Central Services staff work collaboratively to address the daily needs of our customers and community, while being nimble and responsive in supporting an ever-changing City workforce. The primary focus of this position is on supporting the Central Services Executive Director. Additionally, this position will support the Central Services leadership team comprised of the Executive Director and division managers.Applications deadline: Monday, August 19, 2024 at 5:00pm ONLINE APPLICATIONS ONLY COVER LETTER / LETTER OF INTEREST REQUIRED Salary Range: $60,881.60 - $79,123.20 AnnuallyThe City of Eugene determines starting pay within the range based on relevant education and experience as provided by the applicant in their application materials. This process is consistent with the Oregon Equal Pay Act (OEPA) (https://www.oregon.gov/boli/workers/pages/equal-pay.aspx) . You can learn more about our process at our How to Apply (https://www.eugene-or.gov/674/How-to-Apply) page. Department/Division: Central Services Department/ AdministrationLocation: Eugene City Hall, 500 E 4th Avenue, Eugene, OR 97401 Living & Working in Eugene: For more information on living in Eugene, how the City of Eugene operates, and more, visit this page. (https://eugene-or.gov/4913/Living-Working-In-Eugene) Schedule: Full Time. 40 hours per week, Monday – Friday, with at least 4 days per week working on site.Benefits: The City of Eugene offers robust and competitive benefits. For more info, click the Benefits Tab, or visit this summary page (https://www.eugene-or.gov/DocumentCenter/View/59858/Benefits-at-a-Glance-Guide) as well as this benefits package page (https://www.eugene-or.gov/DocumentCenter/View/1817/Non-Rep-Basic-Benefits-Package?bidId=) . Bilingual Pay Benefit: This position qualifies for up to an additional 5% of base salary for bilingual pay. Please see “Supplemental Information” at the end of the posting for more information. What to Expect from Our Application Process: Please see our How to Apply (https://www.eugene-or.gov/674/How-to-Apply) page for more information on our application process. Additional Requirement To be considered, please submit a letter of interest that describes what makes you best suited for this position and how this opportunity aligns with your professional goals.Examples of Duties Performed - Duties may include but are not limited to the following

Coordinates and maintains the Central Services Executive Director's calendar; schedules appointments, meetings and workshops; reserves conference rooms; provides logistical support; coordinates activities with other City departments, the public, and outside agencies; accurately tracks a wide variety of activities and schedules; tracks contracts and other items that require Executive Director’s review and approval.

Provides confidential administrative support to the Central Services Executive Director; receives, screens, and directs incoming correspondence; evaluates inquiries and takes appropriate actions on both priority for response and appropriate person to respond using established business processes and good professional judgment.

Manage correspondence for the Executive Director. Reviews and route correspondence; evaluates and researches information inquiries and complaints; composes and delivers a variety of communications such as emails, letters, memos and on behalf of the Executive Director; collects, analyzes and forwards information.

Acts as a proxy for the Central Services Executive Director. Keep the Director informed about happenings within the department, highlighting matters that should be brought to Director’s attention. In the Director’s absence, screen email communications and determine when it is appropriate to respond on her behalf.

Prepares the Executive Director for meetings by compiling information and background documents. Conducts research, compiles data, and prepares materials in support of the work of the Executive Director and Central Services Department.

Serves as the lead in coordinating and preparing the Central Services Department electronic newsletter (Central Connection) and other Department-wide communications. Coordinates department special events.

Attends to a variety of office administrative details, including maintaining files in accordance with public records retention requirements; orders supplies; keeps reference documents up to date; distributes informational materials; and develops and maintains mailing lists.

Serves as a member of and provides administrative support to the Central Services Department Leadership Team.

Assists Central Services Division Managers with special projects, recruitment efforts, confidential matters, scheduling; make recommendations on administrative process improvements within divisions, highlights successes and identifies areas where improvements are needed, assists with problem-solving to make sure the department is operating as efficiently as possible.

Coordinates a variety of administrative activities including intra- and interdepartmental, interagency, public, and civic matters; functions as department liaison coordinating services and issues with other departments; receives citizen communications, ensuring timely response. Coordinates timely responses to public records information requests.

May serve as staff support to internal or external advisory boards, committees, and teams; prepares meeting agendas and supporting materials; takes and transcribes minutes; prepares and distributes meeting minutes and reports; completes follow-up assignments as necessary.

To view detailed information on the duties, knowledge, and abilities that may be expected for this position, please see the classification: Executive Assistant (https://www.governmentjobs.com/careers/eugene/classspecs/19761?keywords=executive%20assistant&pagetype=classSpecifications)

QualificationsStudies have shown that women and people of color are less likely to apply for jobs unless they believe they are able to perform every task in the job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes with relevant transferrable skills from a variety of sources and experiences. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role . When screening your application, the City will consider an equivalent combination of relevant education and experience which provides the applicant with the knowledge, skills, and abilities required to meet minimum qualifications for this position. MINIMUM QUALIFICATION: Experience: Three years of progressively responsible administrative and office experience, preferably in support of a senior level official or manager. Training / Education: High school diploma or GED equivalent. Post-secondary education in business or office management is preferred. Other combinations of experience and education that meet the minimum requirements may be substituted. Additional Requirements:MUST PASS A BACKGROUND CHECK Knowledge, Skills, and Abilities:

Knowledge of principles and practices of large, complex organizations, including municipal organizational structure, services and operations.

General understanding of federal, state and local laws, statutes and regulations related to the administration and management of the City government.

Experience with Office 365 and other enterprise applications such as Outlook, Teams, SharePoint, Excel, Word, PowerPoint, Adobe Acrobat, and others.

Experience with HCM (Human Capital Management) system and CivicPlus content management software a plus.

Ability to perform a variety of senior-level administrative support duties with minimal supervision and to exercise independent professional judgment and a high level of discretion.

Ability to communicate effectively, both verbally and in writing, using good judgment, courtesy, and tact.

Being able to facilitate and/or organize and lead meetings.

Ability to develop, prepare and present a variety of written reports and other documents.

Ability to evaluate problems, identify solutions, anticipate consequences of proposed actions, and implement solutions in support of Department goals.

Experience with preparing written and electronic publications and graphic design.

Supplemental InformationLimited Duration (LD) Opportunity - Non-Represented:

Open to the public . I f internal to the City of Eugene, you must be a full-time, part-time, current L imited D uration , Recreation Activity E mployee (RAE) employee .

This LD position could last up to 12 months per business need. If you are a current LD employee, you will not have rights back to your LD position.

LD employees are at-will employees and do not have a probationary period.

Acting-in-Capacity (AIC) Opportunity:

Open to full-time, part-time City of Eugene employees. Temporary and Limited Duration employees are not eligible to apply.

You must meet the minimum qualifications for the AIC position.

This AIC assignment could last up to 12 months, per business need. At the end of the assignment, you will return to your regular position.

You must receive permission from your supervisor to apply. Note: If you are on probation, it may impact supervisory approval to apply for this opportunity.

AIC pay is determined based on the applicable collective bargaining agreement or APM. Pay placement will be the minimum of your current pay so long as it is not above the maximum of the AIC salary range. If you are in a position that is at the same salary range as the AIC that you are applying for there may be no change in pay for the AIC assignment.

What to Expect from our Selection Process: Applicants are screened based upon their relevant knowledge, abilities, skills, experience, and training. The selection process varies according to the position and can include such things as screening of supplemental questionnaires, written or skill tests, ability or fitness tests, interviews, and assessment processes. In addition, background investigations and records checks may be required . Some positions also require applicants to have a psychological evaluation and/or physical examination and a drug test prior to employment. Marijuana use is evaluated consistent with current state law regulations. PLEASE NOTE: Once the posting closes, the process can take 4-6 weeks to complete .

Diversity, Equity, and Inclusion: The City of Eugene is committed to a respectful work environment. We value the cultural, educational, and life experiences of each employee. We believe that a diverse workforce enables us to deliver culturally responsive services to all members of our community. As part of our commitment to diversity, equity, and inclusion we desire to welcome, respect, and create a sense of belonging for a wide range of identities and experiences in our workforce. Women, people with disabilities, and persons of color are strongly encouraged to apply.

The City of Eugene complies with the Americans with Disabilities Act of 1990 . Any applicant with a qualified disability under the Americans with Disabilities Act may request accommodation by contacting an employment coordinator at (541) 682-5061.

In compliance with the Immigration Reform and Control Act of 1986 , the City of Eugene will request all eligible candidates who accept employment with the City to provide documentation to prove they are eligible for employment in the United States.

If a job posting indicates this position is temporary (not limited duration) then the employee serves at will. Temporary employees do not receive benefits through the City of Eugene unless required by City, State or Federal code/statute.Salary and BenefitsThe normal starting salary is the first step shown on the posting. Other placement in the salary range may be considered depending on qualifications and experience. Periodic advancement through the salary range is dependent upon merit. The City provides a full range of benefits, including holidays, vacation, sick leave, retirement benefits, deferred compensation, physical examination, life insurance, and long-term disability. Health, dental, and vision benefits are available.To view a summary of benefits (http://www.eugene-or.gov/DocumentCenter/Home/View/1817) and/or benefit premium rates (http://www.eugene-or.gov/DocumentCenter/Home/View/1811) click the respective link. Click here to view information about Total Worker Health. (https://secure.neogov.com/images/AgencyImages/jobposting/658/jobpostings/image/BeWellHandout.png)