Executive Assistant

DEFINITION

This position is open until filled, with the first review of candidates taking place on January 9, 2026, or until a sufficient number of qualified candidates have been received, whichever occurs sooner, so apply early.

The Human Resources Department is currently accepting applications for the position of Executive Assistant in the Office of the General Manager. This recruitment may be used to establish an eligibility list for future vacancies. This position will report to the Headquarters campus located in Placerville to promote team collaboration and cohesiveness.

Under general direction, performs a variety of highly responsible, confidential, and complex administrative support duties for the Office of the General Manager (OGM); has access to confidential information relating to personnel, contracts, negotiations, and other sensitive matters; provides technical and administrative support in preparing correspondence, reports, and other documentation; and assists with day-to-day administrative functions. Provides administrative assistance to Department Directors as needed; provides administrative assistance in support of public information and outreach efforts, including coordination with the Communications Division; may provide general information and assistance to the public as directed; supports the General Manager and, when assigned, provides administrative assistance to the Board of Directors. 

DISTINGUISHING CHARACTERISTICS

This is a journey-level, single-position administrative support classification. The incumbent serves as the primary administrative support to the OGM, performing the full range of administrative, technical, and confidential support duties. Work includes organizing and coordinating administrative support functions; compiling and tracking a variety of operational data; and maintaining departmental records, files and resource materials. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully knowledgeable of the operating procedures and policies of the work unit, as well as District policies and administrative regulations.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from the General Manager. May receive technical and functional supervision from the Public Information Officer (PIO).

EXAMPLES OF ESSENTIAL DUTIES

The duties specified below are representative of the range of duties assigned to this class and are not intended to be an inclusive list. 

• Perform a wide variety of complex, responsible, and confidential administrative duties in support of the OGM.
• Research, compile, and track a variety of operational data and use data for special projects and the preparation of comprehensive reports. 
• Develop, organize, maintain, and archive a wide variety of electronic and manual files, records, manuals, and resource materials.
• Respond to calls and visitors; provide information and assistance; resolve customer concerns and complaints; ensure appropriate follow-up and referral.
• Assist the General Manager by coordinating calendars, business travel, meetings, conferences, and civic functions for the General Manager and/or the District’s executive team.
• Assist department budget preparation and monitoring of districtwide expenditures; prepare, review, and analyze districtwide payroll, attendance, budget, production, and cost records to develop statistical data. 
• Prepare comprehensive reports; compile annual budget requests, and recommend expenditures for designated accounts.
• Interpret and apply District policies, procedures, and administrative directives; prepare and revise operating procedures and department forms, assist in maintaining agreements or other legal documents; and recommend improvements to administrative practices.
• Evaluate new and existing legal, administrative, and other requirements and participate in the development of policies and procedures to ensure compliance and efficiency.
• Coordinate employee training and maintain related training records. 
• Provide administrative support to the Communications Division and assist with public information and outreach tasks, including preparing materials, coordinating communications, and assisting with distributing public-facing information. 
• When assigned, serve as the backup Board Clerk, including preparing, assembling, and distributing Board and committee agenda packets; supporting or performing minute-taking and finalizing Board meeting minutes; processing, routing, and maintaining official Board documents; and providing governance and meeting support in the absence of the Board Clerk.
• Perform complex document-handling tasks, including proofreading, formatting, and reviewing documents for accuracy, completeness, and compliance with District standards.
• Sort and distribute time-sensitive or confidential mail; independently prepare and respond to correspondence and electronic communication on behalf of the OGM. 
• Assist the filing officer for the Fair Political Practices Commission; and may coordinate annual distribution and oversight of Statements of Economic Interest Form 700 for designated employees.
• Manage a petty cash account; verify cash on hand and receipts equal authorized amounts, prepare and submit monthly reconciliations with supporting documentation, and ensure full compliance with District Board policies and Administrative Regulations
• Build and maintain positive working relationships with District staff, the public, and outside agencies using principles of good customer service.
• Perform related duties as assigned.

QUALIFICATIONS

Knowledge of:

Advanced English usage, spelling, grammar, and punctuation. Modern office procedures, methods, and computer equipment. Alphabetic and numeric filing systems and the operation of office equipment and computer software, including database and spreadsheet applications. Business correspondence writing and report preparation. Organization and operation of a public agencies. Principles and procedures of fiscal and statistical recordkeeping. Principles and practices of electronic and manual document management. Functions and organization of municipal government. Principles and practices of customer service. Brown Act, Fair Political Practices, and Conflict of Interest. Board processes, meeting procedures, and governance protocols and Board Clerk responsibilities including agenda preparation, minutes, official records, and document retention requirements.

Skill/Ability to:

Perform confidential, responsible, and complex administrative work requiring the use of independent judgment and personal initiative. Work closely with and support executive-level leaders with professionalism, discretion, and effective communication. Understand, interpret, and explain department policies and procedures. Interpret and apply Board processes and Brown Act requirements in the preparation of agendas, minutes, and official documents. Provide backup support for Board Clerk responsibilities as assigned. Analyze office operations and technical problems, evaluate alternatives, and recommend solutions. Compile and maintain records and prepare a variety of reports and documents. Independently prepare a wide variety of correspondence, reports, spreadsheets, and other materials. Work independently and exercise sound judgment within general policy guidelines. Operate and utilize modern office equipment and computer software. Maintain confidential and sensitive information. Demonstrate keyboarding speed necessary for successful job performance. Establish and maintain effective working relationships. Ability to maintain regular and predictable attendance, subject to medical and disability leave laws. Communicate clearly and concisely, both orally and in writing. Review documents for accuracy and compliance; observe, identify, and resolve office operations and procedures. On a continuous basis, sit at a desk and/or stand at a counter for long periods of time; intermittently twist and reach office equipment; write and use a keyboard to communicate through written means; run errands; lift or carry a weight of 15 pounds or less. 

Experience and Education:

Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Experience:

Five years of responsible journey-level administrative support experience, preferably within a public agency.

Education:

Equivalent to graduation from high school, supplemented by specialized coursework in Business Administration, Public Administration, or a closely related field. 

SPECIAL QUALIFICATIONS

License and Certificate:

Possession of, or ability to obtain, a valid California driver’s license at the time of appointment. Individuals who do not meet this requirement due to physical disability will be reviewed on a case-by-case basis. 

Possession of or ability to qualify for appointment as a Notary Public for the State of California within six months of appointment.