EXECUTIVE ASSISTANT (CONFIDENTIAL) - HUMAN RESOURCES DEPARTMENT

EXECUTIVE ASSISTANT (CONFIDENTIAL) - HUMAN RESOURCES DEPARTMENT

Salary

$72,562.95 - $99,810.72 Annually

Location

City of Stockton, CA

Job Type

Full-Time (Regular)

Job Number

1026-08071

Department

Human Resources

Opening Date

10/23/2026

Closing Date

11/2/2026 5:00 PM Pacific

• Description
• Benefits
• Questions

DEFINITION

Exciting Career Opportunity - Executive Assistant (Confidential)

City of Stockton Human Resources Department (HR) is seeking to fill an Executive Assistant (Confidential) position in the HR Administration Division.

The Executive Assistant is a trusted partner and key contributor to the success of the Human Resources Department, helping ensure the smooth, responsive, and effective delivery of services that support both employees and the community. This role provides high-level executive and administrative support to the HR leadership team while serving as a dependable resource to department staff across a wide range of initiatives and projects.

We are seeking a highly skilled, service-oriented professional who is proactive, organized, and thrives in a collaborative and fast-paced public service environment. The ideal candidate is someone who anticipates needs, communicates with professionalism and diplomacy, and takes pride in creating efficient, well-organized operations that allow leadership and staff to do their best work.

The successful candidate will demonstrate a strong commitment to the vision and values of the Human Resources Department and the City. They will bring exceptional judgment, discretion, and problem-solving abilities, along with strong technical skills and the ability to manage multiple priorities with confidence and accuracy. This position is ideal for someone who is adaptable, detail-oriented, and motivated by meaningful work that positively impacts employees and the community we serve.

This is more than an administrative role, it is an opportunity to serve as a valued strategic partner within a dedicated public service team committed to excellence, innovation, and community impact.

Incumbents work a 9/80 work schedule Monday through Thursday 7:30 am - 5:30 pm with an hour lunch; Fridays 8:00 am to 5:00 pm with an hour lunch and alternate Fridays off. Prior to appointment, eligible candidates will be required to submit to and successfully pass a background investigation, which will include fingerprinting.

Under direction, performs a variety of complex and confidential administrative, analytical, statistical, and programmatic support tasks for assigned executive management and associated supervisory and professional staff within the department; may provide increasingly responsible supervisory direction to clerical support staff; and performs related work as assigned.

CLASS CHARACTERISTICS

This class is distinguished from other City secretarial classes in that the nature, diversity, and scope of responsibilities originating from this level of management support requires the frequent use of tact, discretion, initiative, and independent judgment. Responsibilities include attendance at meetings, supervision of the Department's assigned support staff, and regular contact with government officials, City Council or board or commission members, representatives of business or community organizations, the public, and all levels of City personnel to exchange information, explain administrative policies and procedures, and assist with special programs, projects, and research.

PRINCIPAL DUTIES (Illustrative Only)

Duties may include but are not limited to the following:

• Performs the full range of routine to complex administrative and project coordination support as assigned.
• Gathers, organizes, and evaluates data related to specific issues, programs or projects; liaises with other departments regarding required action items such as proposal preparation, implementation plans, and other cross-department initiatives.
• Understands the organizational structure of the City and areas of responsibility to effectively assist the City Manager and the City's senior leadership team to respond to the needs of the City Council and the public in a professional and timely manner.
• Receives and screens visitors and telephone calls, providing information and resolving complaints which may require the use of judgment and interpretation of policies and procedures.
• Researches, compiles, and summarizes a variety of informational or statistical materials; ensures all department invoices are paid and reconciled in a timely manner.
• Plans, organizes, coordinates, directs and reviews the work of an associated office support staff; instructs staff in work procedures; assists in selecting and evaluating the work of assigned staff.
• Develops and prepares drafts and processes a wide variety of complex finished documents including staff reports, agenda items, requests for payments, requests for proposals, bid packages, contracts and agreements, reimbursement requests, and organizational charts; may use a variety of computer database systems and word processing software programs to input or retrieve data and prepare reports for submittal to the City Manager or City Council.
• Initiates specified correspondence independently for signature by appropriate management staff of the department head.
• Reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate punctuation, spelling, and grammar.
• Designs and implements file, index, tracking, and record-keeping systems; performs research to prepare reports and provide follow-up information to customer and staff inquiries; organizes and maintains various administrative, confidential, reference, and follow-up files and records for the assigned department.
• Coordinates logistics for and manages facilitation of meetings, receptions, assigned community events, employee related programs, and dignitary visits by preparing notices, making arrangements, and preparing required materials.
• Makes appointments and maintains a calendar, schedules and arranges for meetings and travel arrangements; sorts mail and obtains related backup materials.
• Organizes own work, sets priorities, and meets critical deadlines.
• Represents the City with dignity, integrity, and the spirit of cooperation in all relations with staff and the public.
• Fosters an environment that embraces integrity, service, inclusion, and collaboration.
• Builds and maintains positive working relationships with co-workers, other City employees and the public using principles of good customer service.
• Performs related duties as assigned.

QUALIFICATIONS

Knowledge of:

• Standard office administrative and secretarial practices and procedures, including business letter writing and the operation of common office equipment, including word processing software programs and a personal computer system;
• Basic organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions;
• Applicable Federal, State, and local laws, codes, regulations, and policies, technical processes, and procedures related to the assigned department;
• Supervisory, training, and performance management principles and practices;
• Standard principles and practices of business, effective project management, general mathematics, and budget preparation;
• Record keeping, report preparation, filing methods, and records management techniques;
• Principles and practices of excellent customer service; and
• Oral and written communication skills; business English including vocabulary, spelling, and correct grammatical usage and punctuation.

Skill in:

• Providing varied, responsible, and often confidential secretarial and office administrative assistance to department head and higher-level administrative staff;
• Maintaining confidentiality and discretion in handling and processing confidential information and data;
• Interpreting, applying, and explaining applicable Federal, State, and local laws, rules, regulations, policies, and timelines, as well as complex administrative and departmental policies and procedures;
• Planning, directing, coordinating, and reviewing the work of assigned staff and training staff in work procedures;
• Demonstrating tact, discretion, and prudence in establishing and maintaining effective working relationships with those contacted in the course of the work;
• Analyzing and resolving administrative situations and problems; performing routine personnel, budget, and payroll duties and maintaining accurate personnel, timecard, and payroll records for the assigned department;
• Researching, compiling, summarizing a variety of informational materials, and composing correspondence in support of department-wide projects and city-wide initiatives;
• Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with minimal direction; and
• Taking initiative and using independent judgment within general policy, procedural, and legal guidelines.

Education

Possession of a high school diploma or GED.

Experience:

Four years of secretarial or office administration experience. Business or secretarial school training experience in dealing with governmental, community and business representatives is desirable.

Other Requirements:

• Typing at a rate of 55 net words per minute from printed copy.

Physical/Mental Abilities:

• Mobility - Constant sitting for long periods of time while operating a keyboard; occasional walking, bending, stooping, kneeling, reaching, pushing and pulling;
• Lifting - Occasional lifting of 10 pounds or less;
• Vision - Constant use of overall visual capabilities; frequent need for use of color perception, hand/eye coordination, reading and/or close up work;
• Dexterity - Frequent holding, grasping, typing, repetitive motion and writing;
• Hearing/Talking - Constant hearing and talking of normal speech in person and on the telephone; Occasionally speaking in front of large groups of people;
• Special Requirements - May require occasional weekend or evening work;
• Emotional/Psychological - Constant concentration, decision making and public contact; occasional ability to exercise sound judgment, especially under stressful situations; and working alone;
• Environmental Conditions - Occasional exposure to noise; and
• Working Conditions - Primarily performed in an office environment which is typically moderately quiet but may be loud at times and at some locations.

This class specification should not be interpreted as all inclusive. It is intended to identify the essential functions and requirement of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the American with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.

The Process:

Only those applicants who best fit the needs of the City will be considered for this career opportunity. Applications and supplemental questionnaires will be reviewed and only the most qualified applicants will be referred to the Human Resources Department.

ALL APPLICATIONS AND SUPPLEMENTAL QUESTIONS MUST BE COMPLETED FULLY AND SUBMITTED ON AN OFFICIAL CITY OF STOCKTON APPLICATION FORM. (DO NOT STATE "REFER TO RESUME" ON YOUR APPLICATION OR SUPPLEMENTAL QUESTIONNAIRE.) INCOMPLETE AND/OR FALSIFIED APPLICATIONS AND SUPPLEMENTALS WILL BE REJECTED AND CANNOT BE REVISED AFTER SUBMITTAL ON OR BEFORE THE FINAL FILING DATE. POSTMARKS, FACSIMILES, AND PHOTOCOPIES OR THE CITYS EMPLOYMENT APPLICATION WILL NOT BE ACCEPTED.

The information in this announcement concerning the terms and conditions of employment does not constitute either an express or implied contract, and these provisions are subject to change.

NOTES:

• After on-line submittal, immediate notification will appear on your screen indicating your application has been received. Please print this notice as proof of filing.
• Notification and correspondence will be sent via email only. No paper notices will be mailed to applicants. It is the applicants responsibility to ensure a correct email address is provided and that correspondence is being received.
• NeoGov.com: You will receive correspondence via the e-mail address you placed on your application. Some e-mail accounts have been known to place these e-mails in the spam/junk file. Please check your e-mail folders or accept e-mails ending with neogov.com.

In accordance with California Government Code section 3100, et seq., all City of Stockton employees are considered disaster service workers who may be required to report for duty, or remain on duty to address disaster service activities in the event of an emergency or disaster and are required to undertake an applicable loyalty oath.

UNREPRESENTED - CONFIDENTIAL

NOTE: Employee Benefits are subject to change and are not guaranteed. For a detailed explanation benefits currently in effect, click here to view more information about the unrepresented employees Compensation Plan.

01

Application Authenticity

The Supplemental Questionnaire is part of the application process; accordingly, it should be completed carefully. It must be submitted with your official employment application. Do not indicate "see resume" as an answer to any of these questions.

I certify that the information provided is accurate and complete to the best of my knowledge. I understand that any falsification may cancel any terms, conditions, or privileges of employment.

• Yes
• No

02

This position requires you a possess the minimum of a high school diploma or GED. Please select the highest level of education you have completed. College unit and/or degrees must have been received from an accredited college or university.

• High school diploma or GED
• Some college coursework but no degree
• Associates Degree
• Bachelors Degree
• Masters Degree or higher
• I do not possess the minimally required level of education of a high school diploma or GED.

03

Experience The position requires four (4) years of secretarial or office administration experience. (Note: This is a requirement; therefore, a "No" response will result in application denial.) Do you understand and meet this requirement?

• Yes
• No

04

Experience Describe your experience in secretarial or office administration. Include the name of your employer, dates of employment, job title, and duties performed. If none, please enter "N/A".

05

Typing Certificate Submission Requirements:

Applicants must submit a valid Typing Proficiency Certificate, two years old or less, for at least 55 net words per minute by the final filing deadline, May 25, 2026 by 5:00 PM. The City will accept typing certificates from an agency or online testing site. Suggested online testing sources: Typing.com or Official-Typing-Test.com

To be accepted, the typing certificate must specify the following:

Applicants full name printed on certificate

5-minute timed evaluation (only 5-minute tests will be accepted)

Minimum of 55 net words per minute

Date of exam

Number of typing errors or accuracy rate

Name of online testing agency/website

Typing certificates may be scanned and attached to the online application.

The Typing Certificate must be an unaltered copy from a government agency, business college, public school, or other recognized agency that regularly tests and issues certificates of typing skills, and must be on their official letterhead. An online testing source is acceptable for this recruitment only. (Failure to submit a valid certificate will result in rejection from the exam process.)

Do you understand and agree to this policy requirement? Note: A "No" response may result in the rejection of your application.

• Yes
• No

06

Typing Certificate Submission:

Typing certificates with a minimum of 55 net words per minute may be submitted as follows:

1) Attach to online application (preferred method) or 2) Email to recruitment@stocktonca.gov no later than the final filing date. (Write "Executive Assistant" in the subject line of your email)

Please indicate how you will submit the typing certificate.

• Scan and attach to online application (preferred)
• Email to recruitment@stocktonca.gov (Use "Executive Assistant - HR" in the subject line of the email.

07

This position requires an intermediate to advanced/expert level of proficiency using the Microsoft software. Please indicate your level of proficiency in the following programs (Check all that apply):

• MS Word - Intermediate User
• MS Word - Advanced User
• MS Excel - Intermediate User
• MS Excel - Advanced User
• MS PowerPoint - Intermediate User
• MS PowerPoint - Advanced User
• MS SharePoint
• I am new to one or more of these programs

08

If you have experience with other enterprise application software, please list below. Please include your skill level (Beginner, Intermediate, or Advanced). If you have no other software experience, please indicate "N/A" below.

Required Question

Employer City of Stockton

Address 501 W Weber Ave.

Building 1

Stockton, California, 95203

Phone (209) 937-8233

(209) 937-8234

Website http://www.stocktonca.gov/