Executive Assistant (City Attorney's & City Manager's Office)

The Executive Assistant will manage sensitive information, coordinate complex schedules and communications, prepare and process important City documents, support legal and administrative matters, and interact regularly with elected officials, government representatives, employees, community organizations, and the public. This position will provide administrative support the City Attorney's Office and City Manager's Office.

The ideal candidate brings sound judgment, diplomacy, initiative, and exceptional attention to detail. The candidate will be trusted to recognize priorities, anticipate needs, protect confidential information, and independently move work forward with limited day-to-day direction.  Duties include assisting with office coordination, managing correspondence, maintaining detailed files, assisting in maintaining and preparing contracts, resolutions, ordinances, staff reports, and court pleadings; conducting legal research and working with a high degree of accuracy, tact, and initiative.  An experienced individual with attention to detail, exceptional customer service skills and strong office and computer skills is desired. 

No two weeks will be exactly alike. Priorities can change quickly based on City Council business, legal deadlines, public inquiries, emerging issues, and requests from City leadership.  Throughout the week, the incumbent can expect shifting priorities, urgent requests, and opportunities to exercise independent judgment. The ability to remain calm, organized, professional, and responsive is essential. 

The position may require evening and weekend work and attendance at meetings before or after normal business hours, depending on City business and operational needs.  The person appointed to this classification is an "at-will" employee.

We are looking for someone who is:

• Discreet: Trusted with highly confidential legal, personnel, labor, litigation, and executive information.
• Highly organized: Able to manage numerous deadlines, documents, calendars, and priorities simultaneously.
• Proactive: Anticipates needs and takes appropriate action without waiting for detailed instructions.
• Diplomatic: Comfortable interacting with elected officials, executives, attorneys, employees, and members of the public.
• Detail-oriented with proofreading: Produces accurate, polished, and professional work.
• Adaptable: Can shift priorities quickly while maintaining quality and professionalism.
• Independent: Exercises sound judgment and knows when to seek direction.
• Service-oriented: Approaches colleagues and members of the public with patience, respect, and professionalism.
• Experienced: Previous administrative/office experience that include supporting executive leadership is desirable.
• Technical: Experienced in Microsoft Office, Adobe, Canva and comfortable working in other software such as Tyler Munis and Achieve IT is desirable.
• Superb written and verbal communication: Able to communicate clearly, concisely, and persuasively across email, phone, and social channels. Skills in marketing and outreach is desirable.

About the City Attorney Department
The City Attorney is appointed by City Council and is responsible for providing legal advice to City Council, city staff and city boards and commissions on a broad range of matters that affect the conduct of City business. The City Attorney reviews contracts, ordinances, resolutions, and related legal documents to implement adopted city policies and represents the City in certain litigation and non-litigation matters. 

About the City Manager's Office
The City Manager’s Office for the City of Pittsburg provides executive leadership and professional administrative oversight for the City’s operations and delivery of municipal services. Under the direction of the City Manager and in collaboration with the City Council, the office implements Council policies and priorities, coordinates the activities of City departments, and supports effective and fiscally responsible management of City resources. The City Manager’s Office also serves as a key liaison between the City administration, residents, businesses, community organizations, and regional partners, advancing initiatives that promote the City’s continued growth, sustainability, and quality of life.

Responsibilities may include, but are not limited to:

Executive & Administrative Support

• Provide sophisticated administrative and confidential support to the City Attorney, City Manager, City Council, and assigned staff.
• Manage complex calendars, coordinate meetings, and anticipate scheduling conflicts and competing priorities.
• Screen calls, visitors, correspondence, and requests for information; determine appropriate referrals and follow-up.
• Prepare, proofread, format, and distribute correspondence, reports, presentations, forms, and other official documents.
• Manage incoming and outgoing mail, records, confidential correspondence and process invoices.
• Coordinate travel arrangements, conference registrations, meetings, civic functions, and special events.
• Maintain organized and accessible files, manuals, reference materials, and electronic records in accordance with City policies and retention requirements.

Municipal & Legal Support

• Prepare, format, proofread, and process legal documents, agreements, contracts, resolutions, ordinances, staff reports, correspondence, and other official City documents.
• Provide administrative support for City Council meetings and related activities.
• Assist with the preparation and processing of contracts, agreements, resolutions, ordinances, and other documents requiring knowledge of legal terminology, formats, and procedures.
• Conduct research and compile information for legal, administrative, and policy-related matters.
• Assist in monitoring lawsuits, claims, potential liability matters, and related deadlines.
• Compile and organize supporting documentation in response to legal document requests.
• Assist with Public Records Act requests, subpoenas, discovery responses, insurance matters, and bond reviews.
• Organize and maintain legal reference materials and law library resources.
• Support special projects, policy implementation, administrative procedures, and cross-department initiatives.

Communication & Public Service

• Serve as a professional liaison between the City Attorney’s Office, City Manager’s Office, City Council, City departments, public agencies, community organizations, attorneys, businesses, and members of the public.
• Respond to inquiries and complaints with professionalism, tact, and sound judgment.
• Interpret and explain applicable City policies, procedures, and administrative requirements within established guidelines.
• Coordinate responses and facilitate resolution of issues when appropriate.
• Communicate information clearly and appropriately to elected officials, executives, employees, attorneys, and members of the public.
• Represent the City with professionalism, integrity, discretion, and a spirit of cooperation.

Team Leadership

• Help establish efficient administrative processes and facilitate communication between the City Manager’s Office, City Attorney’s Office, and other departments.
• Foster a workplace culture grounded in integrity, service, inclusion, collaboration, and accountability.
• May provide technical or functional supervision to assigned administrative support staff.
• May assign, train, coordinate, and review the work of support staff.

 Any combination of education, experience, and training that would provide the best qualified candidates. A typical way to obtain the knowledge and abilities would be:

Education:  Possession of the equivalent to an associate’s degree from an accredited college or university with major coursework in business or public administration or another field of study applicable to the responsibilities and requirements of this job class. 

Experience:  Three (3) years of progressively responsible experience performing technical, and administrative support involving significant public contact, preferably in a municipal or similar setting, performing the typical tasks of this position.

Special Requirements:  Possession at the time of hire and continued maintenance of a valid California Class C driver’s license is required.  Possession of certification as Notary Public is desirable.

Knowledge of:

• Local government organizational structure, including the role and responsibilities of the City Manager, City Attorney, an elected City Council, and boards and commissions. 
• Recordkeeping, and research methods; principles and practices of legal support functions; legal research techniques and legal concepts, terminology, forms, and documents.
• Modern office practices, methods, and computer equipment including relevant software programs.
• Oral and written communication skills; business English including vocabulary, spelling, and correct grammatical usage and punctuation.
• Safe work practices.
• Principles and practices of excellent customer service.

Ability to:

• Interpret and apply City policies, procedures and rules.
• Understand and carry out oral and written instructions and prioritize workload to meet deadlines. 
• Compile data and write clear and comprehensive reports and correspondence.
• Plan, assign and review work of support staff.
• Compile and maintain complex and extensive records and prepare reports and conduct research.
• Read, write and comprehend the English language at a level necessary for effective job performance exercising correct English usage, vocabulary, spelling, grammar and punctuation.
• Set priorities and meet critical deadlines.
• Handle information of a sensitive and confidential nature; maintain confidentiality and exercise a great deal of discretion.
• Independent judgment; supervise, train, motivate and evaluate support staff; 
• Analyze situations and identify an effective course of action to solve inquiries, problems and complaints.
• Represent the City Manager’s office by speaking at public engagements when necessary.
• Communicate effectively, tactfully and positively in both oral and written form.
• Operate and use modern office equipment and technology, 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.  
• Contribute effectively to the accomplishments of City goals, objectives and activities.

Applications may be submitted online at https://www.governmentjobs.com/careers/pittsburg. The City of Pittsburg utilizes a merit-based selection system. Such a system is competitive and based on broad outreach efforts and equal opportunity for qualified applicants to take part in a process designed to determine the qualifications, fitness and ability of competitors to perform duties of the vacant position. Although, a resume and cover letter provide helpful added detail in reviewing qualifications, the job application may be rejected if the sections are considered to be incomplete. You will be notified of the next steps in the process via email! In the meantime, Let’s stay in touch through social media. Follow us on LinkedIn, Instagram and Facebook.   

What Happens Next?

• We will review your application and all supplemental materials to select the best qualified applicants to continue in the process. Screening will include a review of qualifications, application appraisal rating of education, training and experience and relevance of background qualifications related to the target job as well as supplemental questions if applicable.
• Applicants selected to move forward in the process may be asked to participate in any combination of the following (at any phase of the selection process): a written examination, job related exercise, physical test or job simulation, phone interview, in-person or video interview(s), and/or web-based testing.
• All offers of employment are conditional and new hires are subject to complete a pre-employment background screening that will consist of reference checks, livescan/fingerprint check and a civil check.  Some positions require a medical examination, psychological examination, credit check, polygraph, drug testing, and full background investigation depending on the job characteristics.  All new hires are required to show that they are eligible to work in the United States.   All of these processes must be successfully completed before employment begins.
• The final phase of the selection process is the probationary period, which in most cases is twelve months.

Reasonable Accommodations:
The City of Pittsburg is an Equal Opportunity Employer (EOE) and provides equal employment opportunities without regard to race, color, ancestry, religion, creed, age, physical or mental disability, sex, gender, sexual orientation, gender identity, gender expression, medical condition, genetic information, marital status, military or veteran status, or any other characteristic protected by federal, state or local laws in its employment actions, decisions, policies and practices.
 
The City of Pittsburg Human Resources Department will make reasonable efforts in the selection process to accommodate disabled applicants. Individuals with disabilities who would like to request an accommodation in the process must inform the Human Resources Department by the final filing date.