Executive Assistant

Salary : $77,089.22 - $93,702.44 Annually Location : Tracy, CA Job Type: Full Time Department: City Manager's Office Opening Date: 03/05/2026 Closing Date: 3/27/2026 3:00 PM Pacific FLSA: Non-Exempt Bargaining Unit: TTSSEA Description Click to learn more about the City of Tracy and for the job announcement. TENTATIVE RECRUITMENT SCHEDULEApplication Deadline: MARCH 27, 2026 Oral Board Interviews: THE WEEK OF APRIL 6TH Selection Interviews: THE WEEK OF APRIL 20TH THE IDEAL CANDIDATE The ideal candidate is an experienced, highly organized Executive Assistant who thrives in a fast-paced executive environment and can anticipate needs before they arise. They excel at complex calendaring, keeping the Assistant City Manager on schedule, and managing shifting priorities with calm, steady focus. They handle confidential and sensitive information with absolute discretion and demonstrate strong judgment in all interactions. They are a proactive self-starter who requires minimal supervision, communicates clearly with internal and external stakeholders, and builds strong working relationships across departments. A collaborative team player, they are willing to support the broader City Manager's Office and adapt to evolving needs. They bring attention to detail, comfort reviewing department-level items, and the ability to manage tasks such as invoice processing and coordination with the Communications division. The ideal candidate is poised, trustworthy, flexible, and able to pivot quickly while maintaining a positive, professional demeanor. They bring a basic understanding of municipal budgeting, strong organizational skills, and the interpersonal awareness needed to support high-level city leadership. The immediate vacancy is in the City Manager's Office. However, the established list may be used to fill additional vacancies over the next 12 - 24 months. DEFINITION Under general supervision, performs a variety of complex office administrative, secretarial, and clerical duties in support of an assigned Department Director and related management, professional, and supervisory staff, including coordinating, organizing, and overseeing the administrative operations and functions of the assigned office; coordinates assigned programs, projects, and services with other City departments, divisions, and outside agencies; interacts frequently with the public and provides information or directs questions and requests to the appropriate staff; and performs other duties as required. SUPERVISION RECEIVED AND EXERCISED Receives general supervision from assigned supervisory or management personnel. Exercises technical and functional direction over and provides training to lower-level staff. No supervision of staff is exercised. CLASS CHARACTERISTICS This is a lead-level classification providing administrative office support to an assigned department. Responsibilities include performing specialized, confidential, and technical office support duties to the assigned department to ensure efficient service provision. Responsibilities require the frequent use of tact, discretion, and independent judgment as well as a thorough knowledge of departmental activities. The work requires the interpretation and application of policies, procedures, and regulations and involves frequent contact with the public, as well as performing various research and budgetary support functions. This class is distinguished from other office administrative classes in that the nature, scope, and diversity of responsibilities originating at this level requires a broader understanding of departmental functions and the capability of relieving the assigned director of day-to-day office administrative and coordinative duties. This class is distinguished from the Executive Assistant to the City Manager in that the latter is a specialized class that provides complex administrative support to the City Manager's office, including the City Manager, Mayor, and City Council. Essential and Marginal Duties EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only) Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Relieves department director of a variety of administrative details by assisting with duties of an advanced, complex, and sensitive nature; recommends organizational or procedural changes affecting support activities; recommends improvements in work flow, procedures, and use of equipment and forms. Provides lead direction, training and work review to employees assigned to administrative positions; organizes and assigns work, sets priorities, and follows completion of assigned work. Provides input into selection decisions, performance evaluations, disciplinary matters, and other personnel decisions. Coordinates and participates in the preparation of department budget; monitors budget expenditures and revenues; initiates department purchases for office supplies and other items as assigned; authorizes payment of invoices. Performs other financial and accounting related duties, including receiving payments and reconciling them with purchasing orders, tracking vendor and invoice information, assisting with bid requests, price quotes, purchase and expenditure requests, and purchase orders. Assists in a variety of department and program operations; coordinates, oversees, monitors, and participates in special projects, public records requests, staff and/or community events, trainings, and activities as assigned; maintains control files on matters in progress and expedites their completion; serves on committees as assigned. Provides information to the public, including contractors and vendors, by phone or in person to ensure contract compliance and an understanding of department and City policies and procedures; listens to questions and interprets and applies regulations, policies, procedures, systems, rules, and precedents according to existing guidelines; responds to citizen and staff inquiries and complaints; refers citizens to the appropriate department source; coordinates or resolves problems of a moderate nature when appropriate. Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files. Designs and implements file, index, tracking, and record keeping systems. Prepares and processes reports, forms, and records, such as staff reports, Board agenda items, requests for payments, requests for proposals, bid packages, contracts and agreements, reimbursement requests, and organizational charts. Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials. Develops, composes, types, edits, and proofreads a variety of complex documents, including forms, memos, contracts, administrative, statistical, financial, and staff reports, and correspondence for department staff from rough draft, handwritten copy, verbal instructions, or from other material using a computer; inputs and retrieves data and text using a computer; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections. Coordinates and integrates department services and activities with other agencies and City departments. Provides a variety of support, including coordinating and scheduling meetings, appointments, and speaking engagements; reserving meeting rooms; maintaining reports; compiling and distributing agenda packets; attending meetings; formatting and distributing minutes; and following-up on decisions as required. Maintains department personnel files, including processing personnel action forms and sensitive/confidential personnel issues, preparing supervisor generated performance evaluation forms, filing pertinent documents, maintaining files in a secure location, and providing information to supervisors and managers. Coordinates travel arrangements and accommodations for department personnel and submits all related paperwork. Performs other duties as assigned. Minimum QualificationsKNOWLEDGE OF Principles of providing functional direction and training. Practices and methods of office management and administration, including the use of standard office equipment. Applicable Federal, State, and local laws, codes, regulations, and policies, technical processes, and procedures related to the department to which assigned. Principles and procedures of record keeping and reporting. Principles and practices of data collection and report preparation. Business letter writing and the standard format for reports and correspondence. Business mathematics and basic statistical techniques. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff. The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar. Modern equipment and communication tools used for business functions and program, project, and task coordination. Computers and software programs (e.g., Microsoft software packages) to conduct, compile, and/or generate documentation. ABILITY TO Plan, organize, and coordinate the work of administrative support staff. Effectively provide staff leadership and work direction. Maintain confidentiality and be discreet in handling and processing confidential information and data. Interpret, apply, and explain applicable Federal, State, and local laws, rules, regulations, policies, and timelines, as well as complex administrative and departmental policies and procedures. Perform responsible administrative support work with accuracy, speed, and general supervision. Provide varied and responsible office administrative work requiring the use of tact and discretion. Participate in the preparation of department budget, including gathering and analyzing data related to expenditures and projected charges and monitoring budget expenditures and revenues. Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. Compose correspondence and reports independently or from brief instructions. Research, analyze, and summarize data and prepare accurate and logical written reports. Make accurate arithmetic, financial, and statistical computations. Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks. Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax. Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. EDUCATION AND EXPERIENCEAny combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: Equivalent to the completion of twelfth (12th) grade supplemented by specialized secretarial or college level courses in business, computer software, or courses related to assigned area and five (5) years of responsible administrative support and customer service experience, including one (1) year of experience providing direct support to a senior management level staff and/or serving in a lead capacity. Office management experience is preferred. LICENSES AND CERTIFICATIONS Possession of, or ability to obtain, a valid California Driver's License by time of appointment. May be required to complete National Incident Management System (NIMS) Training. Additional InformationPHYSICAL DEMANDS Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, and to operate a motor vehicle to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Standing in and walking between work areas is frequently required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification frequently bend, stoop, kneel, and reach to perform assigned duties, as well as push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds with the use of proper equipment. ENVIRONMENTAL CONDITIONS Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures. DISASTER SERVICE WORKER All City of Tracy employees are, by State and Federal law, Disaster Service Workers. The roles and responsibilities for Disaster Service Workers are authorized by the California Emergency Services Act and are defined in the California Labor Code. In the event of a declaration of emergency, any employee of the City may be assigned to perform activities which promote the protection of public health and safety or the preservation of lives and property. Such assignments may require service at locations, times, and under conditions that are significantly different than the normal work assignments and may continue into the recovery phase of the emergency. If a "Local Emergency" is declared during the employee's shift, employees will be expected to remain at work to respond to the emergency needs of the community. If a "Local Emergency" is declared outside of the employee's shift, employees must make every effort to contact their direct supervisor or department head to obtain reporting instructions as Disaster Service Workers. The City of Tracy is proud to offer a comprehensive benefits package designed to support the health, well-being, and financial security of our employees and their families. From medical coverage and retirement plans to wellness programs and professional development opportunities, our benefits reflect our commitment to a thriving workforce. For a detailed summary of all available benefits, please visit the TTSSEA Benefits Summary and the Memorandum of Understanding between the City of Tracy and Tracy Technical & Support Services Employee Association. 01 Please select your highest level of education. High School Diploma or GED Some college coursework Associate's Degree Bachelor's Degree Master's Degree Other 02 If you selected a degree earned or some college coursework in the question above, indicate the degree major or college coursework completed. If none, indicate N/A 03 Does your education include specialized secretarial or college level courses in business, computer software, or courses related to assigned area? Yes No 04 Do you have five (5) years of responsible administrative support and customer service experience? Yes No 05 If yes, how many years of work experience do you possess of responsible administrative support and customer service? Less than 5 years 5 - 7 years 8 - 10 years More than 11 years 06 Does your experience include one (1) year of experience providing direct support to a senior management level staff and/or serving in a lead capacity? Yes No 07 Have you worked for a local public sector agency (e.g. City, County or Special District)? Yes No 08 How would you rate your experience managing complex executive-level calendars? No experience Limited experience Moderate experience Extensive experience (primary duty in past roles) 09 How comfortable are you handling confidential or sensitive information (e.g., personnel matters, legal items, council materials)? Not comfortable Somewhat comfortable Comfortable Very comfortable and experienced 10 When priorities shift suddenly, how do you typically respond? I struggle with rapid changes I can adjust with some guidance I adapt quickly and stay organized I anticipate changes and pivot smoothly 11 How would you describe your communication style with internal and external stakeholders? Direct and brief Formal and structured Warm and collaborative Adaptable based on the audience 12 How much supervision do you typically need to complete your work? Frequent supervision Occasional check-ins Minimal supervision Fully independent/self-directed 13 How would you rate your attention to detail? Needs improvement Adequate Strong Exceptional 14 How familiar are you with municipal or organizational budgeting? No experience Basic understanding Moderate experience Strong experience supporting budget processes 15 How comfortable are you reviewing department-level documents for accuracy or completeness before they go to leadership? Not comfortable Somewhat comfortable Comfortable Very comfortable and experienced 16 How would you describe your ability to maintain poise under pressure? I struggle in high-pressure situations I can manage with support I remain calm and focused I excel in high-pressure environments 17 How would you describe your approach to teamwork within and across departments? Prefer to work independently Will collaborate when needed Enjoy collaborating regularly Actively build relationships and support others Required Question

Created: 2026-03-10