Executive Secretary

Organization : City of Pasadena (City Hall)
Location: United States, California, Pasadena
End of contest: May 22, 2014
Type (Full time / Part time): Full Time
The City Manager is seeking an Executive Secretary with a proven track record of excellence in administrative and secretarial support, preferably in the public sector. The successful candidate will possess impeccable writing skills, strong organizational skills, exemplary communication and interpersonal skills, and be tech savvy to support a dynamic, forward thinking City Manager with complex and highly sensitive executive support functions.

The City Manager serves as the Chief Administrative Officer supervising, coordinating, and administering the various functions of the City. Pasadena is a full service city and home to the world renowned Tournament of Roses, Rose Bowl, Cal Tech, JPL, and other innovative organizations. The City has a total of sixteen departments, three operating companies and a City Council office. The Executive Secretary is an integral part of the day-to-day operations of the City.

This is an exciting and rewarding career opportunity to work in a World Class City! To learn more about the City of Pasadena and the goals and objectives of the City Manager's Office, please visit http://cityofpasadena.net/CityManager/

A typing certificate at 55 net words per minute must be submitted by the closing date of May 22, 2014. You may upload the typing certificate to your application or fax it to 626-744-4769. For typing certificate requirements, please click here http://cityofpasadena.net/HumanResources/Typing_Certificates/

Essential Functions:

The following list presents some of the more major responsibilities for this position; see the Class Description for more detailed information:

  • Provides complex, responsible, confidential and specialized administrative and office management support services to the City Manager; relieves the City Manager of a variety of administrative details.
  • Provides day-to-day leadership and works with staff to ensure a high-performance, customer service-oriented work environment that supports achieving City and departmental mission, objectives, and services standards.
  • Plans, supervises and reviews the work of the City Manager's clerical and administrative support staff.
  • Engages in a high level of interaction with top elected officials, officials of other governmental agencies, City department heads, business and community organizations, interest groups, the media and the public, often in a highly sensitive and rapidly changing environment.
  • Maintains the City Manager's calendar; coordinates, schedules, arranges and confirms meetings, appointments, conferences, hearings and community/intergovernmental events; screens requests for appointments and sends regret letters for events no attended.
  • Composes detailed, accurate, and professional level correspondence including memoranda, City Council agenda items, reports, presentations, spreadsheets, forms and other documents, often of a highly sensitive and confidential nature exercising independent judgment; ensures that documents for signature are accurate and complete.
  • Responds to difficult constituent and public relations duties over the phone, in person and online through the Citizen Service Center; provides information and handles issues that may require sensitive and independent judgment; screens callers based on emergent needs and addressed needs accordingly.
  • Acts as liaison in coordinating matters between the City Manager's office and departments.
  • Performs a variety of office management duties including interacting with building maintenance and maintaining an inventory of office supplies; sources and orders supplies from vendors as needed; maintains supplies of stationary and forms and coordinates order with the Print Shop.

Qualification Guidelines:

The following list presents some of the core competencies for this position; see the Class Description for more detailed information:

Knowledge of:

  • Office administration and management practices and procedures.
  • Legislative methods, techniques, documentation and procedures of the City Council; provisions of the Brown Act.
  • Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.
  • Bookkeeping and elemetary accounting practices and procedures.
  • Principles and practices of effective supervision.
  • City organization, rules, policies and procedures, including payroll, purchasing and travel/training expense reporting.
  • Research methods and analysis techniques.

Ability to:

  • Plan, supervise, assign, review and evaluate the work of staff engaged in providing complex and confidential services in the City Manager's Office.
  • Communicate information accurately and effectively; comprehend requests for information or assistance; maintain a courteous and tactful manner when under pressure or in an antagonistic situation.
  • Analytical skills to define issues, analyze problems, evaluate alternatives and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules and policies.
  • Organize, set priorities and exercise sound independent judgment within areas of responsibility.
  • Communicate effectively, both orally and in writing.
  • Understand, interpret, explain and apply applicable laws, codes, and ordinances.
  • Compose clear, concise and comprehensive analyses, correspondence, reports, studies, ordinances, resolutions, agreements, presentations and other written materials from brief instructions.
  • Maintain highly sensitive and confidential information.
  • Tech savvy with the latest Microsoft Office Suite software; use a computer keyboard and other office equipment effectively.
  • Use tact and diplomacy in dealing with sensitive and complex issues, situations and concerned people.
  • Establish and maintain effective working relationships with all those encountered in the course of work.
  • Type at a speed of 55 words per minute.
  • Frequently lift up to 25 pounds unaided.


Graduation from high school or equivalent and four years of responsible secretarial and administrative support experience and courses in office administration and secretarial practices. Experience in a public agency preferably supporting a division manager or higher level personnel and an Associate's or Bachelor's degree are highly desirable.


The selection process will consist of an evaluation of training and experience and the most highly qualified candidates may be invited to participate in a written, oral, or performance examination. Probationary test period is one year.

Special Requirements:

  • A valid California Class C driver's license and the ability to maintain insurability under the City's vehicle insurance program.
  • FLSA - Exempt
Salary & Benefits

$24.48 - $30.60 Hourly
$1,958.14 - $2,447.65 Biweekly
$4,242.65 - $5,303.24 Monthly
$50,911.74 - $63,638.85 Annually