Definition

The City of Martinez is hiring an Executive Assistant to the Police Chief in a limited term non-benefited position for 90 days in anticipation of a future vacancy. The eligibility list will be used to fill the fulltime position which is conditional upon the actual vacancy.

Ideal Candidate:
The City of Martinez is searching for an effective and self-motivated individual who has the ability to perform a variety of technologically complex, responsible and confidential administrative duties in a fast paced environment to support the Police Chief within the Police Department. The candidate must be well versed in writing, reporting, scheduling, organization, time management and travel logistics. The ideal candidate will be resourceful, innovative and have strong customer service skills to communicate effectively orally and in writing. The candidate will demonstrate the ability to be flexible, sensible and respectful while working in a diverse environment. The successful candidate will work collaboratively with staff within the City, as well as outside agencies and citizen groups. The candidate should be comfortable with modern business technology, modern municipal business systems and possess skills with Microsoft Suite programs (Word, Excel, PowerPoint, Publisher, Outlook), and virtual collaboration technology. Experience with a public agency is also desirable.

The Community:
Established in 1876, Martinez is the County seat of Contra Costa County. It is located on the Carquinez Strait in the central part of the County. The City’s roots can be traced to the late 1840’s when it served as a ferryboat transit point across the Carquinez Strait on the way to the gold fields. By the time of incorporation, Martinez had evolved into one of the area’s most significant trading posts and shipping ports. Today, the City covers 13.1 square miles and has approximately 38,259 residents.

As one of California’s first towns, Martinez retains a strong sense of history and family. The renowned naturalist John Muir made Martinez his home for nearly a quarter of a century and in 1915, the year after Muir’s passing, the legendary baseball great Joe DiMaggio was born here. One of the unique aspects of Martinez it its architec-ture. Many of the downtown shops still retain their early 20th Century look and charm, with some homes dating back more than 125 years. Martinez citizens of all ages continue to enjoy the outdoors. With 19 City parks and a marina, there are plenty of recreational opportunities available to the public.

The Police Department:
The members of the Martinez Police Department are dedicated to providing the highest quality police services in order to enhance community safety and quality of life, protect life and property, and to prevent and reduce crime and the fear of crime through meaningful collaborative community partnerships. The Department has a staff of 53 FTE’s, with 37 sworn officers and 16 FTE professional staff, with an annual operating budget of $15 million. The Martinez Police Department offers a full slate of policing services to the community, including officers dedicated to investigations, traffic enforcement, emergency management, and canine (K-9) units. Active reserve officer and cadet programs supplement the Department and further strengthen community involvement.

The Department operates its own communications center, providing 24/7 emergency and non-emergency dispatch services for the Martinez Police Department and other agencies. The Department assigns its officers in Neighborhood Policing Areas to further engage the community.

DEFINITION:
Under the direction of the Chief of Police, performs and manages a variety of highly, confidential, complex and responsible administrative and technical support duties for the Chief of Police; exercises discretion, initiative, judgment, and tact in responding to and dealing with law enforcement agencies, members of the community; exercises functional and technical supervision of clerical and administrative staff; plans, organizes and directs administrative functions within the Police Department.

DISTINGUISHING CHARACTERISTICS:
This is a non-sworn, highest general administrative level classification within the Police Department. The incumbent works independently with minimal supervision performing a variety of highly complex and confidential duties in support of the Police Chief and the Police Department.

Representative Duties

REPRESENTATIVE DUTIES:
This section contains a list of duties that are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth to address business needs and changing business practices.

Essential:

• Interprets and applies procedures, rules, and department precedents to provide comprehensive administrative and technical support services to the Chief of Police, and senior command staff as assigned.
• Coordinates Police Department's office daily operations and organizes work projects; sets priorities and deadlines, oversees timely work completion; and performs diverse clerical and administrative tasks.
• Maintains the Chief of Police calendar; schedules meetings and appointments; arranges travel to meetings and conferences; and plans, organizes and coordinates special events as assigned.
• Represents the Chief of Police, the Police Department and the City in a professional and customer friendly manner; establishes positive working relationships with representatives of community organizations, state/local agencies, City management and staff, and the public; participates in various committee and commission meetings as assigned; and attends internal meetings recording and transcribing minutes.
• Maintains records and develops a variety of documents and forms; prepares, posts and distributes agenda materials, meeting minutes, draft reports, letters, project management documents, reports, resolutions and ordinances; and develops marketing and promotional materials; reviews reports, records, and other data for accuracy, completeness, and compliance with established standards.
• Handles sensitive information, including reports, memos, files and general correspondence; gathers and reviews time sheets; manages attendance control; and collects, sorts and distributes department's mail.
• Responds to questions and concerns from the general public; receives visitors and handles telephone calls; assists the public with applications forms; and provides information concerning services, procedures, fees, permits and legal requirements.
• Uses computers for research and to develop documents; inputs, retrieves and references various computer data management systems; and provides support with automated office equipment.
• Provides support with budget, prepares statistical reports and summaries; provides assistance with grant management, grant payments, and reconciliations.
• Maintains stocks of office supplies, coordinates purchases for divisions within the department; prepares purchase orders; processes incoming payments and invoicing.
• Provide leadership to build relationships crucial to the success of the organization and manage a variety of special projects for the Chief, including some with organizational impact.
• Attends evening meetings to take minutes as needed.
• Promote the City's Mission to make Martinez a city of the highest quality by providing responsive, cost-effective, and innovative government services.
• Perform special assignments and other work as assigned.

SUPERVISION RECEIVED AND EXERCISED:
Employees in this classification report to the Chief of Police. May supervise temporary clerical personnel.

Qualifications/Education/Experience

QUALIFICATIONS:

Minimum: Graduation from high school or equivalent, and three years of increasingly responsible clerical experience. Ability to type at a speed of not less than 50 wpm, from clear, legible copy. Knowledge of modern word processing and computer equipment. Must be able to pass a pre-employment physical examination and background investigation.

Knowledge of: Basic principles of supervision and training; principles of public relations management data collection and analysis techniques; community outreach and image/issue management; consensus building techniques; project management principles; research and reporting methods; applicable Federal, State, and Local laws, rules, regulations, codes, and/or statutes; business mathematics and budgeting principles; modern office procedures, methods, and equipment; records management principles and practices; techniques for providing high level of customer service and dealing with the public, vendors, contractors and City staff, in person and over the phone; English language, grammar, and punctuation; ability to analyze situations and make decisions in procedural matters without immediate supervision; and, ability to tactfully, effectively, and courteously communicate with people in the course of daily work.

Ability to: Prioritize work tasks; review work methods and/or procedures and make recommendations for improvement; use a computer and related software applications; resolve conflict; compile and analyze data and information; interpret and apply policies, procedures, and guidelines; collect, organize, and present complex technical data; design and prepare reports and forms; organize and implement public information activities; develop, write and produce effective communication materials using a variety of media; provide customer service; maintain confidentiality; proofread and edit documents; utilize modern office equipment; perform mathematical calculations; organize own work, coordinate projects, set priorities, meet critical deadlines and follow up on assignments with minimum direction; handle multiple tasks simultaneously; type complex correspondence, memos, vouchers, and/or other related information; maintain complex, sensitive, and confidential documents, records, and files; define problems, establish facts, and draw valid conclusions; work independently; maintain confidentiality of all records and information; conduct specialized research; collect, assemble and organize data and information; perform mathematical calculations; and communicate, using interpersonal skills as applied to interaction with coworkers, supervisor, the general public, and others.

OTHER REQUIREMENTS:
Must possess a valid California Driver's license. Ability to pass a pre-employment physical examination, drug screen, and background investigation.

FLSA STATUS: Exempt

Supplemental Information

SELECTION PROCESS:

Application Screening:
Applications, resumes, supplemental questionnaire and/ or other required documentation will be evaluated on a comparative basis. Those individuals whose materials best indicate possession of the stated requirements, may be invited to continue to the next step in the selection process.

SUPPLEMENTAL QUESTIONNAIRE:
All applicants are required to complete the questionnaire. This questionnaire will be used throughout the examination process to assist in determining each applicant's qualifications and acceptability for the position.

EXAMINATION PROCESS:

Performance Skills Assessment:
A select number of the most experienced and best qualified applicants will be invited to participate in the examination process consisting of a Performance Skills Assessment. The pass point of the exam is 70%. Applicants must pass exam in order to qualify for placement on the eligibility list. Eligibility lists maybe active for up to 1 year.
Tentative Written Exam Date: May 18, 2023

The eligibility list will be used to fill current and future openings in this classification. Candidates who are invited to the interview process may be asked to participate in a performance skills assessment.

PROBATIONARY PERIOD:
This position is subject to a 6 month probationary period.

CURRENT BENEFITS - MISCELLANEOUS MEMBERS

Retirement: California Public Employees' Retirement System (PERS) and Social Security.

• Classic Members – Retirement formula of 2% at age 60 with a 3 year final compensation period. Classic Members contribute 7% toward retirement.
• New Members – Under the new pension reform law, Public Employees' Pension Reform Act (PEPRA), effective 1/1/13 those defined as New Members of PERS are eligible for the 2% at age 62 retirement formula with a 3 year final compensation period. New Members are required to contribute towards pension; currently the contribution rate is 6.75%.

Deferred Comp: City contribution of 1.6% gross monthly earnings into a 457 deferred compensation retirement plan (ICMA).

Vacation: Fifteen days vacation for the first four years of service. Maximum 25 days annually after 20 years of service.

Holidays: Thirteen and one-half days per year and seven days of floating holiday time.

Sick Leave: Accrued indefinitely at the rate of eight (8) hours per month. PERS service credit for unused sick upon service retirement.

Longevity Pay: 2% at fifteen (15) years of service.

Bilingual Pay: $100 per month for one or more languages.

Health Insurance: The City contracts with the Public Employees' Retirement System for health benefits for this group. Effective 1/1/23, the City contributes $822.37 for employee, $1,644.73 for employee +1, and $2,138.15 for family coverage with the employee contributing a portion of the monthly premium. MCP available online at www.cityofmartinez.org.

Dental Insurance: The City pays 100% of the premium for dental coverage for the employee and dependents. Dental plan includes orthodontic coverage.

Vision Insurance: The City pays 100% of the premium for vision coverage for the employee and dependents.

Life/Disability: The City pays the premium for life up to $200,000 and disability insurance for the employee only. Voluntary, supplemental plan available for additional life insurance.

Health Club Reimbursement: The City pays up to $50 a month for health club membership.

Training/Education Reimbursement: The City pays up to $1000 per fiscal year. See MCP for details.


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