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This position will provide direct administrative support to the Director of Finance/City Treasurer and one Assistant Director of Finance. This position will lead the executive administrative team for the Office of Finance and be responsible for maintaining presence and customer service in the Front Office. This position will reference and uphold department and office administrative policies, procedures, rules and regulations, which may require familiarity with administrative and personnel procedures and department organizational structure. This position is required to maintain strict confidentiality. Much of the work is not subject to review, and errors could reflect adversely on the department or have serious consequences.  This position may supervise other administrative support staff (1-2 employees), and may assign and review the work of those staff.

Specific duties may include:

• Responds on behalf of the executive to routine inquiries and complaints from staff and the public, exercising judgment concerning the application and interpretation of department policies, procedures, and regulations;

• Receives and screens telephone calls, visitors, and incoming correspondence on behalf of an executive and routes to appropriate department staff or agency;

• Schedules appointments and maintains executives’ calendars utilizing the City’s email and calendar system (Google);

• Signs routine forms and correspondence on behalf of an executive;

• Types correspondence, memos, tables, and reports using word processing and spreadsheet software;

• Arranges accommodations and travel arrangements for managers’ business meetings and conferences, and verifies and prepares expense statements;

• Establishes and maintains detailed office records, record keeping and filing systems;

• Receives and processes documents according to departmental procedures;

• Composes, proofreads and edits material such as letters, memos, and agendas for accuracy, content and consistency using Microsoft Office Suite and Google products;

• Locates and compiles pertinent information for the reference and use of the executive and other management staff for conferences, correspondence, appointments, and meetings;

• References general provisions, policies, rules and procedures such as Mayor’s Executive Directives, Administrative Code, Municipal Code, Civil Service Rules, departmental policies and MOU’s in order to furnish callers with information about department functions, procedures, and activities;

• Performs basic arithmetic calculations to verify numerical information;

• May assign and review the work of clerical office staff in an executive office; and

• May occasionally be assigned other duties for training purposes or to meet technological changes or emerging needs.

A successful candidate must be able to:

• Communicate effectively with a diverse constituency and calmly and efficiently handle situations ranging from the routine to emergencies;

• Plan, organize workload, set priorities, handle multiple responsibilities and meet critical deadlines;

• Interact effectively with the public, City Officials, City managers, and other employees;

• Operate a personal computer.

The location for this position is at City Hall, 200 North Spring Street, 2nd Floor.  The Office of Finance currently allows for a hybrid telecommuting schedule which requires this position to work on location twice per week.  A 5/40 or 9/80 schedule is available. 

REQUIREMENTS

Currently employed with the City of Los Angeles as an Executive Administrative Assistant.