Executive Administrative Assistant #2408-5127-01

• 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.

Applicants must demonstrate that they meet the minimum requirements as listed within the job description; failure to do so may result in disqualification. 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 and submit information as outlined above, as the information you provide will be used to ascertain if you are eligible to move forward in the selection process. Your application and resume should indicate that you meet the minimum requirements as listed. This information may be used to determine the eligibility list. As such, this job announcement should be considered the exam announcement, and submissions may be evaluated prior to the posted closing date.

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.
We reserve the right to extend an application deadline or close a job posting early to ensure we can attract and identify the best candidate(s) for a position.