<p>Description</p> <p>EXECUTIVE ASSISTANT</p> <p>(Two Positions)</p> <p>Full-Time, Represented</p> <p>Open/Competitive</p> <p>Open Until Filled</p> <p>The City of Pico Rivera is committed to being a vibrant, inclusive, and forward-thinking community that delivers high-quality municipal services with integrity, innovation, and compassion. Our mission is to enhance the quality of life for all residents by fostering a safe, sustainable, and engaged community through ethical governance and exceptional public service. Our vision and values guide us to safeguard the public's trust through open and transparent business practices that uphold our strong reputation for ethical stewardship and fiscal responsibility. We are dedicated to providing responsive and consistent customer service to both our community and employees-whom we empower to own both the problems and solutions to our challenges. We value integrity, collaboration, accountability, and respect in all that we do. We recognize that our internal success depends on dynamic, interdependent partnerships across departments. By fostering inclusive dialogue and employee engagement, we strengthen our organizational culture and increase our potential for meaningful impact externally.</p> <p>Our goal is to positively impact our community by optimizing and engaging our workforce to elevate the human experience and quality of life in the City of Pico Rivera. The City proudly embraces a model of 21st-century government; one that is transparent, adaptive, and committed to excellence in service both our community and employees.</p> <p>The Department (Parks & Recreation)</p> <p>The Parks and Recreation Department oversees a wide range of community services and facilities, including Parks and Programs, REACH, Senior Services, Contract Classes, Media and Communications, Special Events, Transportation, and the Pico Rivera Golf Course.</p> <p>Each year, thousands of residents and visitors enjoy the amenities maintained by the department, which include over 100 acres of parks and open space, a swimming pool, athletic fields, walking paths, a Senior Center, and batting cages.</p> <p>The Department (Administration)</p> <p>The Administration Department is composed of five principal divisions: City Council, City Attorney, City Manager, City Clerk, and Pico Rivera Innovative Municipal Energy (PRIME). The Administration Department plays a critical role in providing leadership, oversight, and strategic direction for the City's operations.</p> <p>In addition to managing its own core functions, the Administration Department provides essential support to all City departments at a citywide level. It ensures the consistent application of City Council policies, fosters interdepartmental coordination, and works to deliver responsive and effective customer service to both the community and City staff. Through this collaborative approach, the department helps drive the City's overall mission and vision forward.</p> <p>The Position</p> <p>The City of Pico Rivera is seeking two experienced Executive Assistants to join the or the Parks and Recreation Department and Administration Department. The Executive Assistant provides administrative and secretarial support to the Department(s); uses independent judgment and initiative in the planning, organization and performance of responsible and confidential secretarial work; serves as point of contact for the Department coordinating communication, information, schedules and activities, tracking activities to ensure appropriate response and/or timely completion. Work is varied, complex, and involves customer service responsibilities as well as professional work such as research, analysis, and report generation. Work will cover assignments dealing with every facet of the Department's operations. Special projects may be assigned from time to time.</p> <p>The Executive Assistant shall be able to work independently with minimal supervision and is directly responsible for timely, accurate production and completion of all assigned work, including the adequacy of the work product.</p> <p>This position reports to and works under the supervision of the Department Director. The Executive Assistant may supervise clerical staff.</p> <p>City Hall is open Monday through Thursday, 7:00 AM to 5:30 PM. Employees work a 4/10 schedule from 7:00 AM to 5:30 PM. This position could also be required to work non-traditional hours including nights, early mornings, weekends, holidays, special events, community and commission meetings, and based on the needs of the department.</p> <p>Essential Duties</p> <p>The duties listed below are intended only as illustrations of the various types of work that may be performed by employees in this classification. Functions may be added, modified or deleted to meet the needs of the City.</p> <p>The ideal candidate will have the ability to perform the following essential tasks and duties:</p> <ul> <li>Manage mail, phone calls, and visitors ascertaining urgency of issues, addressing those issues and/or routing them to the appropriate department staff member for response and follow-up. </li><li>Schedule and coordinate appointments, conferences, meetings, trainings, special events; maintain appointment calendar and make travel arrangements. </li><li>Track a variety of matters referred by the public, staff, City Manager and City Council, and ensuring that responses and deadlines are met. </li><li>Create and format a variety of written work products, including letters, staff reports, analytical reports, Request for Proposals (RFPs), agreements, ordinances, resolutions, memorandums, summaries, presentations and other reports. </li><li>Edit, proofread, and correct written materials for proper format, spelling, punctuation, syntax, and grammar. </li><li>Compose and maintain confidential correspondence. </li><li>Process and track Personnel Action Forms (PAs) and evaluations for Full-time and Part-time staff. </li><li>Process and file incident reports. </li><li>Attend and serve as Secretary to the Parks & Recreation Commission; prepare meeting agendas, take and prepare meeting minutes, and ensure compliance with public meeting protocols. This position also maintains communication between commissioners and the Director. </li><li>Attend Ad Hoc and other meetings as assigned and prepare corresponding minutes by specific deadlines provided. </li><li>Provide supervision and lead direction to clerical staff, including organizing and assigning work, conducting training and contributing to performance evaluations. </li><li>Provide administrative support to the Parks & Recreation Commission and City Council, including the preparation of agendas, correspondence, memos, and the distribution of meeting materials and other formal documents. </li><li>Manage and organize employee files, leave requests, and other confidential records. </li><li>Assist with facility and gazebo reservations in accordance with City policies and availability. </li><li>Serve as an Emergency Floor Coordinator and participate in assigned emergency preparedness functions and trainings. </li><li>Act as the Primary Administrator for MyRec (Registration Software), ensuring accurate data management and program support. </li><li>Assist in responding to public records requests, public inquiries, and internal requests for information. </li><li>Support and monitor front counter operations to ensure staff provide excellent customer service to the public, both in person and via telephone, in a timely, courteous, and professional manner. </li><li>Update, revise, or create forms, pamphlets, or checklists to assist applicants, the public, and internal staff with departmental processes. </li><li>Assist in processing, monitoring, and maintaining department agreements, budgets, purchase orders, credit card expenses, and membership renewals; ensure all invoices are submitted and processed in a timely manner. </li><li>Make authorized purchases and maintain department supply inventory; Organize and maintain all departmental records and files, including scanning and indexing documents for compliance with records retention policies. </li><li>Maintain and safeguard confidential information, including but not limited to personnel records, correspondence and sensitive department-related data, . </li><li>Review Department timesheets for accuracy and ensure timely data entry into the designated payroll system. </li><li>Respond to emails and other correspondence, evaluate and distribute incoming mail, and assist in preparing for meetings and appointments as assigned. </li><li>Attend meetings as requested, taking notes and arranging necessary materials. </li><li>Assist in the day-to-day office operations, providing general support to department leadership and staff. </li><li>Support administrative functions such as filing, scanning, copying, and maintaining organized office systems and spaces. </li><li>Regularly utilize a variety of computer software systems and applications as part of daily responsibilities. </li><li>Manage and coordinate calendars for the Department Director, community rooms, recreation programs, or shared conference spaces. </li><li>Perform related duties as assigned, in alignment with the needs of the department and the City. </li></ul> <p>Qualifications</p> <p>Knowledge of:</p> <p>Standard office support practices, procedures, and administrative operations.</p> <p>Principles and techniques of effective customer service and public relations.</p> <p>Safety protocols applicable to office and public-facing environments.</p> <p>Time management strategies, work prioritization, and conflict resolution techniques.</p> <p>Effective communication methods for both internal and external audiences.</p> <p>Supervisory principles, leadership techniques, and work planning methods.</p> <p>Proper telephone etiquette and professional public interaction standards.</p> <p>Basic principles of budget preparation and financial recordkeeping.</p> <p>Modern office technology and software applications, including cloud-based collaboration tools (e.g., Microsoft 365, Google Workspace), spreadsheets, databases, video conferencing platforms (e.g., Zoom, Microsoft Teams), and digital communication tools.</p> <p>Advanced business correspondence practices, administrative procedures, and professional report preparation.</p> <p>Proficiency in recreation management software and/or other specialized departmental systems is highly desirable.</p> <p>Skills:</p> <p>Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint), Adobe Acrobat, and other common business software.</p> <p>Strong computer and data entry skills with a focus on speed and accuracy.</p> <p>Typing at a minimum of 50 net words per minute (NWPM).</p> <p>Accurate transcription of meeting minutes and dictation.</p> <p>Performing basic to intermediate mathematical computations.</p> <p>Familiarity with online grant management portals and application systems.</p> <p>Strong organizational skills and attention to detail.</p> <p>Excellent verbal and written communication skills.</p> <p>Possession of a valid driver's license and ability to operate a motor vehicle.</p> <p>Ability to:</p> <p>Manage and prioritize multiple tasks and deadlines in a fast-paced environment.</p> <p>Maintain confidentiality and handle sensitive personnel or departmental matters with discretion, under the direction of senior staff and/or the department director.</p> <p>Communicate with tact, professionalism, and diplomacy when interacting with City staff, elected officials, external agencies, and the public.</p> <p>Work independently using sound judgment, as well as collaboratively in a team setting.</p> <p>Apply initiative, discretion, and sound judgment within established procedures and guidelines and rules.</p> <p>Maintain a positive, customer service-oriented approach, even in challenging interactions.</p> <p>Establish and maintain effective working relationships with supervisors, colleagues, consultants, vendors, developers, external agencies, businesses, and the general public.</p> <p>Analyze problems, research and interpret data and procedures, and offer sound solutions.</p> <p>Maintain accurate records, manage projects efficiently, and delegate tasks appropriately.</p> <p>Demonstrate strong leadership, decision-making, and problem-solving capabilities.</p> <p>Handle situations with diplomacy, fairness, and professionalism.</p> <p>Multi-task and manage time effectively in a fast-paced setting.</p> <p>Education and Experience</p> <p>Candidates must possess the following qualifications:</p> <ul> <li>A high school diploma or equivalent (G.E.D.). </li><li>Minimum 3-5 years of high-level administrative support experience related to duties similar to those described above. </li><li>Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), internet-based platforms, and related software applications. </li><li>Strong organizational and time management skills. </li><li>Excellent verbal and written communication skills. </li><li>Demonstrated professionalism and the ability to maintain confidentiality in sensitive matters. </li></ul> <p>Preferred/Desired Qualifications:</p> <ul> <li>Prior municipal or public sector experience is strongly preferred. </li><li>Experience in customer service or public contact is required. </li><li>Leadership or supervisory experience is highly desirable. </li><li>Supervisory or managerial training is preferred. </li><li>Experience in coordinating travel arrangements and planning events is especially desirable. </li><li>Bilingual in Spanish is highly desired. </li></ul> <p>PHYSICAL AND MENTAL DEMANDS</p> <p>The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions in accordance with applicable law.</p> <p>Physical Demands</p> <p>While performing the duties of this class, the employee is regularly required to: sit for extended periods communicate clearly and effectively, in person, by telephone and via email; use hands and fingers, handle, feel, operate, and manipulate standard office equipment (e.g., computer keyboard, telephone, copier); and reach with hands and arms. The employee occasionally will be required to: walk and stand; lift, carry, and move files or documents weighing up to 20 pounds.</p> <p>Specific vision abilities required include: close vision, color vision, depth perception, and the ability to adjust focus.</p> <p>Mental Demands</p> <p>While performing the duties of this position, the employee is regularly required to: use oral and written communication skills; read, interpret, and analyze data, documents and solve problems; apply mathematical reasoning; learn and apply new procedures, policies and technologies; perform highly detailed work on multiple concurrent tasks with frequent interruptions; work under deadlines and adapt to changing priorities; interact professionally and effectively with City officials, community members, media, staff, and various stakeholders.</p> <p>WORK ENVIRONMENT</p> <p>The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee works in a typical office setting with a controlled environment. The noise level is generally quiet. Occasional attendance at evening and weekend meetings, special events, or off-site functions may be required.</p> <p>Licenses and Certifications</p> <ul> <li> <p>Must possess and maintain a valid Class C California Driver's License and a satisfactory driving record throughout the course of employment.</p> </li><li> <p>If hired, City employee will be enrolled in the Department of Motor Vehicles, Employee Pull Notice Program.</p> </li><li> <p>Proof of current automobile insurance is required.</p> </li><li> <p>Mileage reimbursement is offered.</p> </li><li> <p>Candidates must provide the City with a current typing certificate (acquired within the last 12 months) indicating a typing speed of at least 50 net words per minute (NWPM).</p> </li><li> <p>Typing certification may be in the form of a certificate, letter, or test results form and must clearly state the following:</p> </li><li> <p>Your name. Name of the issuing agency. Agencies acceptable are a government agency, a temporary employment agency, a business college, an adult school, or a public school system.</p> </li><li> <p>The date of your test. The test must be dated within one year of the final filing date of this recruitment.</p> </li><li> <p>Gross typing speed, errors and net typing speed of the test. The minimum net typing requirements for this position are stated on the job announcement.</p> </li><li> <p>Please attach a copy of your typing certificate/letter with your application materials, or submit via email to spena@pico-rivera.org. Applicants will not be considered for further review if their typing certificate/letter is not submitted.</p> </li></ul> <p>Additionally, for Parks & Recreation positions:</p> <ul> <li>Must possess, within 30 days of hire or at time of hire, a current and valid certifications in the following: Infant/Child/Adult CPR, Automatic External Defibrillator (AED), and Community First Aid and Safety certification and must be issued by the American Red Cross (ARC) or American Heart Association (AHA). Online certifications not acceptable. </li></ul> <p>Veteran's credit of ten (10) points will be added to the candidate's passing test score. Proof of honorable discharge must be submitted with the application materials in order to be eligible for veteran's credit. Veterans who wish to utilize this credit must have served on a full-time basis (not reserve or auxiliary) in the armed forces for a minimum of six months (180 days).</p> <p>TESTING:</p> <p>Candidates who pass all qualifying phases of the recruitment process (e.g., minimum qualification review, written and/or oral examinations) will be placed in an eligibility pool for the hiring department to initiate the selection process. Please note: recruitment timelines may vary. Updates will be provided to candidates throughout the process.</p> <p>FINAL FILING DATE:</p> <p>We encourage early submission of applications to ensure priority consideration. This recruitment will remain open until a sufficient number of qualified applications are received and may close at any time without prior notice.</p> <p>SELECTION PROCESS:</p> <p>It is the applicant's responsibility to ensure that all information provided on the application and/or supplemental questionnaire is accurate and complete. Incomplete applications and/or supplemental responses will not be accepted. Resumes may be included, but will not be accepted in place of required application materials (e.g., high school diploma, G.E.D. equivalent, and/or typing certificate, if applicable). This is a competitive process; applicants must clearly demonstrate that they meet the minimum qualifications. Your application will only be accepted if it clearly shows you meet the requirements. The information you give regarding your experience and education will determine your eligibility and is subject to verification at any time. False statements will be cause for disqualification, removal from the Eligibility List, or discharge from employment. List each job title and employer separately. Do not group your experience. Specify the beginning and ending dates for each job. If you have supervised staff, indicate how many. Based on a review of application materials, only the most qualified applicants will be invited to participate in the testing process to further evaluate their job-related experience, education, knowledge, skills and abilities.</p> <p>For more information regarding this recruitment, please email Human Resources, at spena@pico-rivera.org.</p> <p>Note: The provisions of this job bulletin do not constitute an expressed or implied contract. Any provisions contained within may be modified or revoked without notice.</p> <p>Physical/Background Check</p> <p>Upon conditional offer the selected candidate will be subject to background and reference checks and will be required to satisfactorily complete a post offer physical examination including a drug screen at the City's expense.</p> <p>Probationary Period</p> <p>New appointments shall be tentative and are subject to a twelve (12) month probation. Promotional appointments shall be tentative and subject to a probationary period of six (6) months.</p> <p>Emergency Disaster Worker</p> <p>City employees are registered as an Emergency Disaster Worker and must take an oath. In the event of a declared emergency, City employees shall initially remain at work, or if recalled, shall report to work after completing critical personal and family emergency responsibilities.</p> <p>Equal Opportunity Employer</p> <p>The City of Pico Rivera is an Equal Opportunity Employer and prohibits unlawful discrimination on the basis of race, religious creed, color, national origin, ancestry, disability (mental and physical), legally protected medical condition (genetic characteristics), marital status, sex, gender, gender identity, gender expression, age, military or veteran status, sexual orientation, genetic information or any other bases protected by federal law (including but not limited to Title VI and Title VII of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973 and the American with Disabilities Act of 1990) state or local law. The City of Pico Rivera does not discriminate or any other basis protected by law, in its employment policies or practices.</p> <p>Americans with Disabilities Act (ADA) Compliance</p> <p>The City of Pico Rivera provides reasonable accommodations for qualified individuals under ADA, considering each situation on an individual basis. Individuals with qualified disabilities who need reasonable accommodation during the selection process must specify the accommodation needed, in writing, for the application and/or interview phase. If you have questions, please contact the Human Resources Department staff: nkatabyan@pico-rivera.org.</p> <p>City of Pico Rivera Human Resources, 6615 Passons Blvd., Pico Rivera CA 90660</p> <p>Mid Management and Professional & Confidential Representation - This classification is represented by City Employees Associates (CEA) under the Pico Rivera Mid-Managers and Professional, and Confidential Employees Association (PRPCEA). Membership optional.</p> <p>Cost-of-Living Adjustment (COLA)- Effective the first full pay period occurring on or after July 1st.</p> <p>2024: 4%</p> <p>2025: 3%</p> <p>2026: 3%</p> <p>Paid Vacation - 88 hours after one year, 128 hours after 5 years, 168 hours after 10 years, and 208 hours after 20 or more years of service.</p> <p>Sick Leave - 105 hours per year with the employee having the option to accumulate a maximum of 800 hours or receive pay each July for unused portion accumulated in the preceding fiscal year.</p> <p>Retirement - Employees are covered under the State of California Public Employees' Retirement System (CalPERS) at the 2% at 60 formula for current CalPERS members and 2% at 62 for new CalPERS Public Employees' Pension Reform Act (PEPRA) members. Effective July 1, 2023, PEPRA members pay 7.5% of the employee's portion to CalPERS. Current CalPERS members (Tier II) pay 7% of employee's portion to CalPERS. PERS determines whether an employee is a Classic or New PERS member.</p> <p>The City does not contribute to Social Security.</p> <p>Holidays - The City observes eleven (12) holidays.</p> <p>4/10 Schedule- Monday through Thursday.</p> <p>Insurance - The City offers CalPERS health benefits to all full time employees. The City will pay 100% of the health insurance premiums for full-time employees and their qualified dependents, but not to exceed the Kaiser HMO premium. Employees may choose a different CalPERS health care provider offered by the City, however, any cost greater than the Kaiser HMO premium rate shall be paid by the employee through payroll deductions.</p> <ul> <li>Multiple CalPERS Medical plans to choose from or Cash In-Lieu of Benefits (amount paid shall be equal to the Public Employees' Medical & Hospital Care Act (PEMHCA) minimum). </li><li>Dental Insurance (3 plans to choose from), at no cost to the employee selecting HMO dental plan. </li><li>Vision Insurance- at no cost to the employee. </li><li>Life Insurance ($100,000 life insurance policy), at no cost to the employee. </li><li>Short Term Disability Insurance, at no cost to the employee. </li><li>Long Term Disability Insurance, at no cost to the employee. </li></ul> <p>Pre-Tax Dependent Care and Healthcare Flexible Spending Account: Employees may specify a dollar amount annually to be deducted from their earnings to pay for qualifying dependent care and/or eligible medical expenses on a pre-tax basis.</p> <p>Credit Union - Credit Union membership is available.</p> <p>Deferred Compensation- Empower Retirement (deferred compensation plan (i.e., Internal Revenue Code Section 457 program) which employees may choose to participate in at their own expense. The City will match Association members' contributions up to a maximum of one percent (1.0%) of base compensation. Participation in the Deferred Compensation Plan is voluntary.</p> <p>Tuition Reimbursement - The IRS maximum of $5,250 annually (calendar year) or the effective amount should it be adjusted by the IRS in a given year.</p> <p>The City of Pico Rivera is an equal opportunity employer and supports workforce diversity.</p> <p>01</p> <p>This recruitment is a competitive process; therefore, be thorough in your responses. We require applications be completed in their entirety. Only applications that are complete, including complete answers to all supplemental questions, will be considered. Please acknowledge that you understand this requirement.</p> <ul> <li>Yes </li><li>No </li></ul> <p>02</p> <p>This is a regular, full-time position. If you are a CalPERS retiree (retired annuitant), are you willing to reinstate to active service? Options to choose from:</p> <ul> <li>This question does not apply to me. </li><li>Yes, I'm a retired annuitant; No, I'm not willing to reinstate. (PUB 33) </li><li>Yes, I'm a retired annuitant; Yes, I'm willing to reinstate. (PUB 37) </li></ul> <p>03</p> <p>Are you willing and able to lift up to 20 lbs. as part of your job duties?</p> <ul> <li>Yes </li><li>No </li></ul> <p>04</p> <p>How many years of administrative support experience, related to this position, do you possess?</p> <ul> <li>Less than 1 year </li><li>More than 1 year, but less than 2 years </li><li>More than 2 years, but less than 3 years </li><li>More than 3 years, but less than 4 years </li><li>More than 4 years, but less than 5 years </li><li>5 or more years </li><li>No experience in the field, but willing to train. </li></ul> <p>05</p> <p>What is your proficiency level with Microsoft Word?</p> <ul> <li>No experience </li><li>Basic (e.g., creating/editing documents, using templates) </li><li>Intermediate (e.g., using styles, headers/footers, mail merge) </li><li>Advanced (e.g., creating forms, using advanced formatting and referencing tools) </li></ul> <p>06</p> <p>What is your proficiency level with Microsoft Excel?</p> <ul> <li>No experience </li><li>Basic (e.g., entering data, basic formatting, using simple formulas) </li><li>Intermediate (e.g., VLOOKUP/SUMIF, charts, conditional formatting. </li><li>Advanced (e.g., pivot tables, macros, complex formulas, data analysis tools) </li></ul> <p>07</p> <p>What is your proficiency level with Microsoft Outlook?</p> <ul> <li>No experience </li><li>Basic (e.g., sending/receiving emails, using calendar) </li><li>Intermediate (e.g., managing folders, rules, categories, scheduling) </li><li>Advanced (e.g., managing shared calendars, delegation, advanced scheduling and task management) </li></ul> <p>08</p> <p>What is your proficiency level with Microsoft Teams, Zoom or similar collaboration tools?</p> <ul> <li>No experience </li><li>Basic (e.g., attending meetings, chatting, file sharing) </li><li>Intermediate (e.g., scheduling meetings, scheduling meetings, using channels, document collaboration) </li><li>Advanced (e.g., managing Teams, integrating apps, hosting webinars or live events) </li></ul> <p>09</p> <p>Disclosure Authorization and Release</p> <p>I hereby authorize any former employer, its employees and representatives, or any person listed as a reference, to provide any and all information they deem appropriate regarding my employment and job performance to the City of Pico Rivera, its employees, representatives, and/or agents. This information may be provided either verbally or in writing. In addition to authorizing the release of any information regarding my employment, I hereby fully waive any rights or claims I have or may have against any former employer, its employees and representatives, educational institutions, or any person listed as a reference from any and all liability, claims, or damages that may directly or indirectly result from the use, disclosure, or release of such information by any person or party, whether such information is favorable or unfavorable to me.</p> <p>I certify that all statements made in this application are true and complete and I authorize investigation of all matters herein contained. I agree and understand that any misrepresentation or omission of a material fact may be justification for rejection of my application, refusal of employment, removal of my name from the eligibility list, and/or dismissal from employment with the City of Pico Rivera. I agree to undergo a physical examination and drug screen by a City-appointed physician and fully understand that employment is contingent upon meeting the City's physical requirements.</p> <p>(Print your name and date)</p> <p>Required Question</p> <p>Employer City of Pico Rivera</p> <p>Address 6615 Passons Blvd</p> <p>Pico Rivera, California, 90660</p> <p>Phone (562) 801-4949</p> <p>(562) 801-4299</p> <p>Website http://www.pico-rivera..org</p>