Executive Assistant

City of Vacaville , California

Job Information 


Human Resources

Mid Level


$61,489.20 - $74,770.44 Annually

Application Deadline 


08/10/2020 05:30 PM PDT

Recruitment Type 

Open Competitive


he City of Vacaville - A beautiful place to live, a great place to work!

With more than 500 employees, the City of Vacaville values the work-life balance and offers alternative work schedules with every other Friday off, employee social and wellness activities, casual dress days, competitive pay, generous benefits and substantial retirement package.

Contribute to our vibrant community and join our team!

The City of Vacaville is currently recruiting to fill one (1) full-time Executive Assistant position within the Human Resources Department.  This recruitment will also establish an eligibility list to be used for any future vacancies city-wide (over the next 12 month period). A vacancy is expected in our Public Works Department and information related to that opening is also included below.

Executive Assistants with the City of Vacaville act in the role of office manager for their respective departments and are responsible for a variety of  administrative, clerical and secretarial functions.  They also act as the direct assistant to the Department Head.  Some of the specific responsibilities associated with this position, within each department, are highlighted below:

Human Resources Department:

Duties for this department include, but are not limited to:
  • Oversight of all office functions and on-site mailroom
  • Provides direct supervision and training of administrative staff
  • Management of purchase orders and equipment leasing
  • Assisting with meeting agendas and minutes, city council items, and staff reports
  • Handling of confidential and sensitive information, inlcuding labor relations
  • Collaborating in a team environment
  • Coordination of department budget
Due to the nature of this position, it is classified as FLSA Exempt for overtime purposes.

Public Works Department:

Duties for this department include, but are not limited to:
  • Assistant to the Director, responsible for sensitive and confidential matters, preparation and filing of confidential documents concerning departmental matters
  • Responsible for organization and maintenance of Public Works Administration Division files
  • Providing direct supervision and training of clerical staff for the Administration, Engineering Services, and Traffic Engineering Divisions
  • Coordination of all support functions, including the management of the department's Capital Improvement Project contracts and Special Provisions boilerplate
  • Preparation and maintenance of the department's policies and procedures, and quality assurance of administrative work products
  • Working closely with Human Resources staff with regard to recruitment, promotions, evaluations, disciplinary actions, etc.
  • Maintaining and updating the Public Works website and Intranet
  • Responsible for the retention/destruction/purging of public records
Please see our website at www.cityofvacaville.com for a complete job description.



The Ideal Candidate: The ideal candidate will have a strong background rooted in administrative experience and support. Other characteristics include:

  • Ability to be resourceful, collaborative, adaptable and able to think on their feet
  • Excellent verbal and written communication skills
  • Exceptional interpersonal skills in order to work in an effective manner with all City departments and with all levels of employees
  • Strong proficiency and skill in all Microsoft Office products
  • Knowledge and experience around budget preparation and management
  • Ability to manage calendars, screen phone calls, schedule meetings, prepare financial and data reports and help coordinate key projects

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

Education: Equivalent to the completion of the twelfth grade; supplemented by college-level course work in business, office management or a related field.

Experience: Four years of increasingly responsible secretarial and clerical experience involving frequent public contact, including one year in a lead capacity.

Select departments have a need for this position to provide notary services.  Possession of, or ability to obtain, a notary license is desirable.

Select positions may require the possession of a valid California Class C driver's license and a satisfactory driving record as conditions of initial and continued employment.



A completed City of Vacaville employment application and supplemental questionnaire must be received by the Human Resources Department at 650 Merchant Street, Vacaville, CA 95688 by 5:30 p.m., Monday, August 10, 2020.

Applicants are encouraged to apply online at www.cityofvacaville.com.  Application packets may also be requested in person at the Human Resources Department or by calling (707) 449-5101.

Resumes will not be accepted in lieu of a completed application packet.

IMPORTANT: Contact with applicants will primarily occur via email. Please ensure that your application indicates a valid email address which you check on a regular basis.

Applicants receiving a conditional offer of employment must successfully complete the pre-placement process for this position before a final offer will be extended.  Pre-placement assessments for this position include an employment verification and Livescan (FBI/DOJ fingerprint review).


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