Executive Assistant

You belong in Carlsbad: 
The City of Carlsbad embraces and recognizes the vital relationship of an inclusive, engaged work environment and innovative excellence. An equitable and inclusive work climate comprises personal experiences, values, and views shaped from differences of culture and circumstance. Our organization appreciates belonging, creativity, recognition and retention of its employees and is committed to hiring and developing motivated, productive and talented employees who provide services and enhance our quality of life. We work to embrace open and equitable access to opportunities for learning and development as our responsibility and goal.

You will be part of a high-functioning, collaborative team:

The City Attorney’s office consists of six attorneys and two legal support staff members, including the Executive Assistant. The office’s core services include advice, transactions, and training; litigation management and defense; and municipal code enforcement and restraining/protective order support. The office prides itself on providing exceptional legal support while maintaining the highest standards of professionalism and integrity. 

You will serve a vital role:

The Executive Assistant reports to the City Attorney and performs a wide range of administrative tasks, including clerking for City Council subcommittee meetings; preparing correspondence, minutes, staff reports, and court filings; overseeing the office’s payroll, accounts payable, records management and budgeting processes; and assisting with responses to California Public Records Act Requests.

The successful candidate is detail-oriented with exceptional organizational, time management and problem-solving skills. The successful candidate also communicates effectively with elected officials, the public, and city staff and exercises professionalism, discretion and sound judgment when handling confidential and sensitive matters.

Prepare a variety of materials for the City Attorney's office including correspondence, memorandums, reports, resolutions, proclamations, agreements, and other documents.
 
Maintain a calendar and schedule appointments for the City Attorney.  
 
Act as confidential assistant to executives in City Hall and perform a variety of administrative and clerical details.
 
Coordinate and assume responsibility for distribution of information to the clerical staff in all city departments regarding events, policies and activities.
 
Gather information and compose correspondence in reply to various requests, inquiries and questionnaires.
 
Manage telephone, email and other communication methods for the executives at City Hall, exercising considerable independent judgment in giving out information and referring to proper party.
 
Write, review and/or edit memorandums from the City Attorney to City Council Members.
 
Make travel arrangements for the executives and staff.
 
May assist in the preparation of agenda materials by logging, forwarding for corrections, rerouting for finalization, and preparing preliminary agendas for City Council meetings.
 
May assist in budget preparation, analysis and administration by collecting data necessary to prepare and monitor department budget.

Maintain a filing and recall system for the executives at City Hall.
 
Operate a variety of office equipment and order office supplies as necessary.
 
Supervise, train and evaluate staff as assigned.
 
Perform other related duties as assigned.
Knowledge of:

• Modern office practices and procedures including business correspondence, filing and standard office equipment operation.
• Basic functions and organization of municipal government.
• Statistical and record keeping methods.
• Correct English usage, spelling and punctuation.
• Software applications, e.g., word processing, spreadsheet, presentation graphics or database programs on microcomputer systems as required.
• Professional protocol and etiquette in working with elected officials, executives, and the public.

Skill to:

• Type at a net corrected speed of 60 words per minute.
• Analyze data, write procedures, guidelines and policies. 
• Provide exceptional customer service.
• Manage all situations with excellent communication, both written and verbal.

Ability to:

• Perform difficult and responsible administrative work.
• Exercise good judgment and make sound decisions in accordance with established procedures and policies.
• Take notes at meetings and conferences or otherwise provide for the recording of proceedings and prepare clear and concise reports.
• Prepare reports and compose correspondence independently.
• Plan, organize and coordinate special events and programs. 
• Maintain confidentiality of sensitive materials as necessary.
• Establish and maintain cooperative relationships with those contacted in the course of work.
• Supervise, train and evaluate staff as assigned.

Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying.  A typical way to obtain the knowledge and abilities would be: