Executive Coordinator / Senior Executive Coordinator

Job Description:

Executive Coordinator / Senior Executive Coordinator

Description

Description

The City is currently seeking applicants for the position of Executive Coordinator / Senior Executive Coordinator. The position will be filled at either level depending on qualifications.

The Executive Coordinator / Senior Executive Coordinator is a single position classification responsible for providing direct secretarial and administrative support to the City Manager, Assistant City Manager, Deputy City Manager, and City Council and serving as office manager to ensure that the routine administrative functions of the office are effectively carried out. An employee in this classification must work independently and demonstrate a high level of professionalism and tact in representing the City Manager’s Office and City Council and performing a number of confidential, sensitive, and responsible duties.

Senior Executive Coordinator

In contrast with the Executive Coordinator, the Senior Executive Coordinator has prior related experience and a greater knowledge of policies and practices of the City Manager’s Office. An employee in this classification is fully trained within the scope of duties performed within this classification series and is expected to operate with only occasional instruction or assistance.

Executive Coordinator

The Executive Coordinator is distinguished from the Executive Assistant and other administrative support classifications by its function as the administrative assistant to the City’s top executive and broader and more frequent interactions with the City Council, department heads, and private and public agency representatives.

SELECTION PROCESS

Application materials will be carefully reviewed to identify those candidates who meet the minimum qualifications for this position. Individuals who are best qualified will be invited to continue in the selection process. The selection process may include an online assessment of basic work skills and a video interview. The top candidates will invited to participate in a panel interview tentatively scheduled for the week of February 24, 2025. All candidates who pass the panel interview will earn placement on the eligible list, which may be used for current and future vacancies in the job classification.

Examples of Duties

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

• Receives, screens, and prioritizes communications and materials submitted for City Manager, Assistant City Manager, and City Council review, approval, and signature; coordinates required actions with Department Heads, administrative support staff, and other personnel

• Monitors and keeps City Manager, Assistant City Manager, and Deputy City Manager informed of pending issues, project due dates, upcoming meetings, scheduled events, and sensitive matters affecting the City

• Responds to inquiries, resolves complaints, and provides information regarding City programs, policies, and procedures; refers callers and visitors to appropriate staff as appropriate for specific projects and concerns

• Develops, administers, monitors, and coordinates maintenance and operations budget for City Manager and City Council offices; orders furniture and supplies for City Manager’s office and City Council offices; monitors expenditures and maintains records; approves expenditures for purchases and services under $1,000

• Acts as intermediary for the City Manager, Assistant City Manager, Deputy City Manager, and City Council in meetings and interactions with the public and outside agencies such as the Chamber of Commerce, OCTA Transit Committee, and community service clubs; demonstrates tact and diplomacy in answering questions and responding to complaints

• Tracks and reviews current and pending legislation affecting the City; forwards pertinent information to City Manager, Assistant City Manager, Deputy City Manager, and City Council

• Researches, compiles, and analyzes data for special projects as requested by City Manager, Assistant City Manager, Deputy City Manager, and City Council; prepares summary reports and presentations

• Prepares, types, and proofreads a variety of reports, letters, memoranda, and newsletter articles, including documents of a confidential or sensitive nature; reviews documents for completeness, accuracy, formatting, and compliance with policies and procedures

• Maintains calendars, schedules meetings, and makes conference and travel arrangements for City Manager, Assistant City Manager, Deputy City Manager, and City Council

• May provide lead supervision to subordinate office support staff

Minimum Qualifications

A combination of education, experience, and training that has provided the necessary knowledge, skills, and abilities is required for entry into the classification. A typical combination includes:

Education and/or Experience:

Executive Coordinator

Graduation from high school; and five (5) years of highly sensitive and complex secretarial or administrative support experience.

Senior Executive Coordinator

Graduation from high school; and seven (7) years of highly sensitive and complex secretarial or administrative support experience, including two (2) years at a position equivalent to Executive Coordinator at the City of Tustin.

Licenses and/or Certificates:

Possession of a valid California Class C driver’s license and an acceptable driving record.

Special Requirements:

S atisfactory results from a background investigation, physical examination and administrative screening. May be required to occasionally work outside of regular work hours (e.g. evenings, holidays, and weekends) to attend meetings and special events.

Working Conditions & Physical Demands

For a full job description including knowledge, skills, abilities and working conditions, CLICK HERE .

The City of Tustin is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities.

The City of Tustin offers a comprehensive compensation and benefit program that includes:

FLEXIBLE BENEFIT PLAN
The City provides a specific dollar amount to each employee to use toward the purchase of individual or family health coverage, dental plans, vision coverage, additional life insurance, deferred compensation, and other optional benefits. Currently, the flexible benefit amount for Employee + 2is $2025.

The City contracts through CalPERS medical program (PEMHCA) which offers multiple PPO and HMO options for health insurance providers. Employees also have the choice of Delta Dental PPO or HMO plans.

RETIREMENT
Employees will be enrolled in a defined benefit (pension) plan with the California Public Employees Retirement System (CalPERS). CalPERS determines the retirement plan in which a new employee will be enrolled based on the individual's membership status with CalPERS or a reciprocal retirement system on the individual's first day of employment with the City.

Classic CalPERS members will be enrolled in the 2% @ 60 plan, with an employee contribution of 10% (pre-tax). New CalPERS members, as defined by the Public Employees' Pension Reform Act of 2013 ("PEPRA"), will be enrolled in the 2% @ 62 plan, with an employee contribution of 6.25% (pre-tax). The City does not participate in Social Security, though participation Medicare is mandatory (1.45% employee contribution).

DEFERRED COMPENSATION
Employees who contribute to an IRC Section 457(b) deferred compensation account will receive a matching City contribution to an IRC Section 401(a) deferred compensation account, up to a maximum of two percent (2%) of the employee’s base salary.

GENERAL LEAVE
General Leave may be used for vacation and/or illness. Annual accrual amounts increase from 160 to 248 with years of service.

HOLIDAYS
The City has 13paid holidays per calendar year.

LIFE INSURANCE
Full-Time employees receive a $100,000 life insurance policy.

LONG-TERM DISABILITY
The Long-Term disability program provides 60% of the employees' income when the employee becomes disabled because of an illness, injury or accident.

ALTERNATIVE WORK SCHEDULE
The 9/80 alternative work schedule is available for most full-time positions.

RETIREE HEALTH INSURANCE
Employees who retire from the City of Tustin with ten (10) years of full-time service and continue enrollment in the City's health plan are eligible for reimbursement of $250 per month toward retiree health insurance costs. Employees first hired into a benefitted position with the City of Tustin prior to July 1, 2011 are eligible for this benefit after five (5) years of service.

TUITION REIMBURSEMENT
After passing the probationary period, employees may request reimbursement up to a maximum of $4000 per calendar year for tuition and related expenses when attending a community college or four year university.

EMPLOYEE ASSISTANCE PROGRAM
Employees are enrolled in an Employee Assistance Program that provides a variety of legal and counseling services.

MEDICARE
All newly hired employees contribute a portion of gross salary for Medicare coverage. The employee contribution to Medicare is 1.45%.

SECTION 125 MEDICAL & DEPENDENT CARE PROGRAM
The section 125 program is optional for employees and provides a method to pay medical and dependent care expenses on a pre-tax basis.

Closing Date/Time: 1/10/2025 5:00 PM Pacific

Salary:

$79,976.00 - $113,027.20 Annually