EXECUTIVE ADMINISTRATIVE ASSISTANTHOUSING AUTHORITY CITY OF MADERA
CITY OF MADERA
EXECUTIVE ADMINISTRATIVE ASSISTANT
Monthly Salary $3106-$3964 (Plus Benefits)
The Executive Administrative Asst. is an advanced journey level class responsible for performing a variety of complex, responsible and confidential office support and executive level administrative duties for the Executive Director and is expected to function with very little director oversight and with a great deal of sensitivity and confidentiality. Coordinates and monitors technical and administrative human resource functions for the agency and the purchase of office supplies and equipment for agancy staff; demonstrates a full understanding of all applicable policies, proceedures and work methods associated with assigned duties; perfroms other related duties as required. Please review complete job description and required application at www.maderaha.org & 205 N. G Street, Madera, CA. Filing Deadline 5:00 p.m., Monday, September 30, 2019
EXAMPLES OF DUTIES:
• Provides responsible, complex and confidential administrative and secretarial support; types and
proofreads a wide variety of complex and confidential reports, letters and memoranda; independently
prepares correspondence and informational documents; types from rough draft or verbal instructions;
takes and transcribes dictation and composes correspondence not requiring the attention of the Executive
Director; screens office and telephone callers; responds to or refers complaints and requests for
information on department regulations, procedures, programs and services; receives and routes incoming
• Maintains calendar of activities, meetings and various events for the Executive Director and agency staff;
arranges meetings and makes appointments; assists with task prioritization; follows up on assigned projects
to meet deadlines; makes agency travel arrangements and prepares travel documentation.
• Takes and types minutes of Board of Commission meetings, as well as other Board Meetings as needed,
prepares agenda packets; composes and compiles reports, resolutions and documentation; records,
processes, maintains and distributes approved documents including resolutions, agreements, contracts and
• Maintains a wide variety of records, files and logs related to departmental operations and activities;
maintains confidential and personnel files; conducts periodic examination and purging of files in
compliance with applicable guidelines.
• Coordinates and monitors technical and administrative human resources functions for the agency;
interprets, explains and applies agency human resources procedures, policies and regulations; processes
required actions for new hires, promotions, salary increases and salary step adjustments; maintains and
posts time and leave balances; composes, selects and prepares recruitment and examination materials;
organizes oral panels and written, performance and physical examinations; maintains and certifies
eligibility lists; coordinates in-house training for agency staff
• Coordinates and monitors workers compensation documentation operating in conjunction with the
Housing Authority's third party administrator (TPA); acts as liaison on behalf of agency for staff and
workers comp medical staff; maintains disability and leave reports and updates as necessary.
• Purchases office equipment, software and supplies for office staff; prepares, distributes and receives
formal and informal bids; stocks, maintains and distributes office supplies; obtains price quotes from
vendors and contacts vendors to resolve problems regarding shipments; coordinates and maintains service
and supplies for office copiers and fax machines; coordinates, updates and maintains the telephone system
including voice-mail activities.
• Participates in special studies and projects as assigned.
• May serve as Notary Public.
• Establishes positive working relationships with representatives of community organizations, other
governmental agencies and associates, Authority management and staff, clients and the public.
DESIREABLE MINIMUM QUALIFICATIONS
TRAINING AND EXPERIENCE: Any combination of education and experience that has provided the
knowledge, skills and abilities necessary for an Executive Administrative Assistant. A typical way of obtaining
the required qualifications is to possess the equivalent of five years of increasingly responsible experience in
office and administrative support, including purchasing and human resources, and a high school diploma or
equivalent. College level work or an Associate’s degree in business/office management or human resources is
LICENSE/CERTIFICATE: Possession of, or ability to obtain, a valid class C California driver's license and
ability to meet insurability requirements of the company providing automobile insurance to the Housing
Authority. May require possession and maintenance of Notary Public Certification.
WORKING CONDITIONS: Position requires prolonged sitting, standing, walking, reaching, twisting, turning,
kneeling, bending, squatting and stooping in the performance of daily office activities. The position also requires
grasping, repetitive hand movement and fine coordination in preparing statistical reports and data using a computer
keyboard. Additionally, the position requires near and far vision in reading correspondence, statistical data and
using a computer. Acute hearing is required when providing phone and face-to-face service. The need to lift, drag
and push files, reports or other materials weighing up to 25 pounds also is required.
KNOWLEDGE/ABILITIES/SKILLS: (The following are a representative sample of the KAS's necessary to
perform essential duties of the position)
Knowledge of: Modern principles, practices and techniques of office management, purchasing and
human resources; methods and techniques of supervision, training and motivation; applicable
federal, state and local laws, rules and regulations, including those related to human resources and
purchasing; business letter and report writing including correct English usage, spelling, grammar,
punctuation and vocabulary; modern office procedures and equipment, including a computer and
applicable software; principles and procedures of record keeping; occupational hazards and
standard safety practices.
Ability to: Perform responsible, difficult and confidential office support and administrative work;
plan, organize, direct and evaluate the work of subordinate staff; supervise and participate in the
establishment of goals, objectives and methods for evaluating achievement and performance levels;
analyze complex issues, evaluate alternatives and reach sound conclusions; make adjustments to
standard operating procedures as necessary to improve organizational effectiveness; supervise, train
and motivate assigned staff; interpret, explain and apply applicable laws, codes and regulations;
communicate clearly and concisely, both orally and in writing; establish and maintain effective
Skill to: Take and transcribe minutes of proceedings in an accurate and concise manner; operate an
office computer and a variety of word processing and software applications; type accurately from
clear copy at a rate of 50 words per minute.
Required applications are available online at www.maderaha.org or you may pick one up at the
Housing Authority of the City of Madera 205 N. 'G' St., Madera, CA 93637. Applications completed
online must be printed and delivered in person or by mail to Housing Authority office by filing deadline.
The examination process may consist of one or more of the following - review of the applications to
determine eligibility; a written or performance exam, oral interview, and background review. The agency
reserves the right to make necessary modifications to the exam process. The agency will make every
reasonable effort in the examination process to accommodate persons with disabilities. Please advise
Administration of any special needs in advance of the examination process by calling (559) 674-5695
The deadline for filing applications is 5:00 p.m., Monday, September 30, 2019_
BACKGROUND REVIEW: A complete review of the candidate's background will be conducted before
appointment, including criminal history.
MEDICAL EXAMINATION: Appointment will be contingent upon successful completion of a complete
medical exam and drug screen.
ONLY QUALIFIED APPLICATIONS WILL BE CONSIDERED. PLEASE FILL OUT THE APPLICATION
PROVIDED COMPLETELY; RESUMES AND OTHER PERTINENT INFORMATION MAY BE ADDED
BUT CANNOT BE SUBSTITUTED FOR APPLICATION INFORMATION.
DISABLED APPLICANTS WHO RQUIRE SPECIAL EXAM ARRANGEMENTS SHOULD CONTACT THE
PERSONNEL DEPARTMENT FIVE (5) DAYS PRIOR TO EXAM DATE.
BENEFITS: This classification receives 12 paid holidays per year; vacation, sick leave; benefit credit towards
cost of medical, vision and dental plans; CalPERS 2%@62 Retirement Plan, Deferred Compensation 457 Plan,
life insurance and long term disability insurance. This position is classified as exempt and receives an additional
40 hours Admin Leave per calendar year.
Employees of the Housing Authority of the City of Madera work a 9/80 compressed workweek schedule.
THE MADERA HOUSING AUTHORITY IS AN EQUAL OPPORTUNITY EMPLOYER
AND DOES NOT DISCRIMINATE AGAINST INDIVIDUALS ON THE BASIS OF RACE, GENDER,
RELIGION, ANCESTRY, SEXUAL ORIENTATION, AGE, FAMILIAL STATUS,
OR DISABILITY IN ANY OF ITS PROGRAMS OR ACTIVITIES.