Executive Administrative Assistant #2305-5127-01

Current vacancies are in the Community Services Administration and the Office of Building Inspection & Enforcement.

• Supervises and assigns work of other clerical staff members, and studies methods of office procedures for improvement of workflow.
• Takes responsibility for all records and documents issued or received by the department. Codes, indexes, files and supervises the filing of all materials in a possibly complex filing system.
• Researches and assembles papers or briefs, records all other pertinent documents for hearings and meetings.
• Prepares reports and letters regarding personnel matters for appropriate boards and agencies.
• Screens telephone calls for department head; interviews and screens callers; receives complex calls that cannot be handled by other employees; receives and responds to requests for information and/or routes them for necessary action to the proper division or individual within the department; arranges and cancels appointments; prepares material pertinent to appointments.
• Takes and transcribes dictation, which will include use of dictation equipment.
• Performs related work as required.

Graduation from a recognized four-year college or university with major course work in business or public administration and 5 to 7 years experience in office management, including 1 to 3 years supervisory responsibilities; or any equivalent combination of training and experience which provides the following knowledge, abilities and skills:

• Considerable knowledge of administrative practices, filing systems, recording and cross-indexing systems of records and grant files.
• Ability to become familiar with state statues, and provisions of the City Charter and ordinances relating to the powers and duties of the office of the department head and other related offices.
• Considerable knowledge of office practices and methods and the ability to apply these to work problems.
• Considerable knowledge in the use of microcomputers and software such as Microsoft Word, Microsoft Excel and Microsoft Access.
• Ability to develop a knowledge of departmental rules, regulations, procedures and functions.
• Ability to exercise good judgment, courtesy and tact in receiving official telephone calls and personal calls and in making proper disposition of their requests.
• Ability to research or prepare material independently and translate it clearly and concisely.
• Ability to work independently on difficult or complex administration and secretarial tasks assigned with minimal preliminary instruction.
• Ability to plan and coordinate assignments, and to supervise clerical and other subordinate personnel.
• Ability to maintain records and to prepare accurate reports.
• Ability to establish and maintain effective working relationships with other divisions of municipal governmental and the general public.
• Considerable skill and accuracy in transcription.
• Considerable skill and accuracy in typing.

This is a General Fund, "Tested" position. 

This position is included in a collective bargaining agreement with Local 3144, American Federation of State, County and Municipal Employees; the salary is within Local 3144, Range 7.

Bargaining agreements available to review HERE.

General Funded hires into this class are not covered by Social Security and will not pay Social Security taxes. They instead participate in the City Pension; the employee contribution rate is 10% of pay.

Employment is contingent upon the successful completion of: (1) a pre-employment background check, (2) a pre-employment physical examination, including pre-employment drug screening, and (3) a 90-day probationary period. Instructions and information on this pre-employment process are included in Conditional Offer of Employment.

Applicants meeting minimum requirements may be invited to participate in a Civil Service exam process at a later date.

It is critical that you complete the application thoroughly, as the information you provide will be used to ascertain if you are eligible to move forward in the selection process, and in some cases, this information may be used to determine the eligibility list.

Information regarding the employment and selection process can be found HERE.

Please note that the only method of communication with applicants for this position will be by email. You must provide a valid, working email address and you will need to monitor your email, including spam/junk folders, for correspondence from the New Haven Human Resources Department.