NOTE: 
The current salary range is subject to change. You may confirm the starting salary with the hiring department before accepting a job offer.
 
DUTIES 
An Executive Administrative Assistant reports directly to an executive position at least at the level of an Assistant General Manager; performs administrative support functions  which allows the manager or executive to focus on executive level responsibilities; performs highly specialized and responsible secretarial, and, on occasion, stenographic work in an executive office or bureau; and performs other duties as assigned.

(10/02/2015)
 

REQUIREMENT 
Two years of full-time paid experience in a class at least at the level of Secretary performing all of the following secretarial work: routing calls to the appropriate person or location; maintaining appointment calendars; arranging appointments and meetings; preparing for and setting up meetings; taking minutes of meetings; reviewing and editing documents; reading, routing, and tracking incoming and outgoing correspondence; and composing routine correspondence.  (10/02/2015)
 

NOTES: 

1. Applicants who lack six months or less of the above required experience may file for this examination.  However, they cannot be appointed until the full experience requirement is met.
2. Some positions may require a valid California driver's license. Candidates may not be eligible for appointment to these positions if their record within the last 36 months reflects three or more moving violations and/or at-fault accidents, or a conviction of a major moving violation (such as DUI).

APPLICATION DEADLINE 
Applications must be received by THURSDAY, OCTOBER 15, 2015.
 
SELECTION PROCESS 
Examination Weights:  Written Test. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Qualifying 
                                    Interview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100%
 
The examination will consist of a qualifying written test and interview. In the qualifying written test, which will consist of multiple-choice questions, candidates may be examined for knowledge of: office practices and procedures; alphabetical, numerical, and chronological and subject filing systems; capabilities and uses of office machines; rules of spelling, grammar, punctuation, letter, and report format; City and departmental rules, regulations, and procedures regarding records retention; clerical MOU and other employee relations' provisions; principles and practices of supervision including equal employment opportunity principles and practices; ability to read and understand complex material; perform basic mathematic calculations; and other necessary skills, knowledge, and abilities.
 
Candidates will be notified later by e-mail of the time and location of the qualifying written test, which will be administered in a single half-day session on SATURDAY, DECEMBER 5, 2015, in Los Angeles.
 
Passing Score for Qualifying Written Test 
The passing score for the qualifying written test will be determined by Personnel Department staff after the qualifying written test is administered.  Consideration will be given to the number of candidates taking the test and the existing and anticipated number of vacancies, such that there are a sufficient number of eligibles on the list to satisfy current and future vacancies for the next two years.  Therefore, the passing score for the qualifying multiple-choice written test may be set either above or below 70%.
 
All candidates who pass the qualifying written test will be invited to participate in the interview.
 
The examination score will be based entirely on the interview. In the interview, emphasis will be placed on the candidate's experience, training, and professional development as they have provided the background and abilities needed to effectively perform higher level responsible administrative support work, including an understanding of sound supervisory principles and practices and equal employment opportunity responsibilities; general duties of the various clerical classes; Mayor's Executive Directives, CAO rules, Administrative Code and Municipal Code; Civil Service Rules; interview techniques for the purpose of selecting new employees;  and the abilities to: write routine memos and correspondence; demonstrate organizational skills; supervise by assigning, directing, training and evaluating the work of subordinates; principles and practices of effective public relations techniques; work effectively and cooperatively with others and communicate effectively; and other necessary knowledge, skills, and abilities.
 
NOTES:   

1. This examination is based on a validation study and, as provided by Civil Service Commission Rule 4.20, the written test will not be subject to candidate inspection.
2.  As a covered entity under the Fair Employment and Housing Act and Title II of the Americans with Disabilities Act, the City of Los Angeles does not discriminate on the basis of disability and upon request, will provide reasonable accommodations to ensure equal access to its programs, services, and activities.  To request a disability accommodation, please complete the Disability Accommodation Form within 14 calendar days of the submittal of the City application.  The Disability Accommodation Form can be obtained at http://per.lacity.org/exams/verify_disability.pdf.
3. Applications are accepted subject to review to ensure that minimum qualifications are met.  Candidates may be disqualified at any time if it is determined that they do not possess the minimum qualifications stated on this bulletin.
4. Seniority credit at the rate of 0.25 of a point for each year of continuous service will be added to the weighted test score of each candidate.
5. A final average score of 70% in the interview is required to be placed on the eligible list.
6. You must have received a regular appointment to a City position or be on a reserve list to file on a promotional basis. 

THIS EXAMINATION IS TO BE GIVEN ONLY
ON AN INTERDEPARTMENTAL PROMOTIONAL BASIS
 
The City of Los Angeles does not discriminate on the basis of race, religion, national origin, sex, age, marital status, sexual orientation, gender identity, gender expression, disability, creed, color, ancestry, medical condition (cancer), and Acquired Immune Deficiency Syndrome. 

(10/02/2015)

6-23-05

Summary of Duties: Executive Administrative Assistants report directly to a General Manager, Assistant General Manager, or to an executive position at least at the level of an Assistant General Manager; performs administrative support functions thereby allowing the General Manager or executive to focus on executive level responsibilities; performs highly specialized and responsible secretarial, and, on occasion, stenographic work in an executive office or

bureau; and performs other duties as assigned.

Distinguishing Features: An Executive Administrative Assistant is primarily responsible for providing administrative support and exercises considerable independent judgment in organizing, coordinating, and performing the administrative support work in an executive office,  bureau or division. Employees in this class are required to locate and reference department and

office policies, procedures, rules and regulations which may require familiarity with administrative and personnel procedures, City Charter provisions, Civil Service Commission Rules, MOU and department organizational structure. An Executive Administrative Assistant performs administrative support duties independently and maintains strict confidentiality of information accessed. Much of the work is not subject to review, and errors could reflect adversely on the department or have serious consequences. May assign and review the work

of other administrative support staff.

Examples of Duties: An Executive Administrative Assistant:

• Responds on behalf of the executive to routine complaints and inquiries, 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 or supervisor and routes to appropriate department staff or agency;

• 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, agendas, and minutes for accuracy, content and consistency using word processing and spreadsheet software;

• Schedules appointments and maintains executive's calendar or multiple calendars utilizing computer software;

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

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

• 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;

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

• Performs basic arithmetic calculations to verify numerical information;

• May take and transcribe dictation resulting in letters, reports, minutes and memoranda, much of which is of a highly confidential nature;

• 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 emergencies.

Qualifications: An Executive Administrative Assistant must have the following knowledges and abilities:

Knowledge of:

• The organization of City government and the functions of various City Departments and elected officials;

• Relevant provisions of the City Charter, Civil Service Commission Rules, Administrative Code, Memoranda of Understanding, and Personnel rules, policies, practices, and procedures;

• Principles of office administration, including filing systems and correspondence procedures;

• Proper telephone etiquette and customer service techniques;

• Correct form and English usage for business communications, including rules of grammar, punctuation and spelling;

• Basic software applications such as word processing, spreadsheets, and electronic scheduling;

• Safety principles and practices.

Ability 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.

Skill in:

• Operating personal computers and utilizing various software programs such as: wordprocessing, spreadsheets, and databases.

• Utilizing electronic scheduling software and email for scheduling and correspondence;

• Utilizing internet browsers to look up and reference various types of information.  Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depend, in part, on the specific requirements for the job, the limitations related to the

disability, and the ability of the hiring department to accommodate the limitation.

Minimum Requirements: Two years of full-time experience as a Secretary or in a class which is at least at that level performing office clerical work.

License: A valid California driver's license may be required.

As provided in Civil Service Commission Rule 2.5 and Section 4.55 of

the Administrative Code, this specification is descriptive, explanatory

and not restrictive. It is not intended to declare what all the duties,

responsibilities and required qualifications of any position shall be.