Executive Assistant (City Attorney's & City Manager's Office)

We need to output HTML fragment with headings

for sections: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. Only include sections that have real specific content. We must not repeat job title as heading. No Job ID etc. Remove boilerplate. Must preserve all substantive info. We need to parse the posting. Key sections: - Position Information: description of role, duties, etc. This is about the role. Could be "About the role". We'll include a

About the role

with paragraphs summarizing the description. - Duties: there is a long list under "Examples of Duties Responsibilities May Include, But Are Not Limited To" with subcategories: Executive & Administrative Support, Municipal & Legal Support, Communication & Public Service, Team Leadership. Those are responsibilities. So we can have

Responsibilities

with

• items. - Qualifications: there is a "Qualifications" section with Education, Experience, Special Requirements, Knowledge Of, Ability To. So we can have

  Qualifications

  with maybe subpoints? But we need to use
  • for any list of duties/requirements/benefits. So we can list each qualification as
  • . Could also separate Education, Experience etc but still list items. - Skills: there is a list of desired attributes: Discreet, Highly organized, Proactive, Diplomatic, Detail-oriented with proofreading, Adaptable, Independent, Service-oriented, Experienced, Technical, Superb written and verbal communication. Also mention "Skills in marketing and outreach is desirable." So we can have

    Skills

    with
    • . - Benefits: there is a paragraph: "Benefits for regular employees include CALPERS retirement, medical/dental insurance, paid life insurance, retirement health saving account, deferred compensation plan with employer match, paid time off, incentive pay, tuition reimbursement, wellness activities, employee assistance program, and employee development courses." So we can have

      Benefits

      with
      • . - Pay: Not mentioned. No salary. So we should NOT include Pay section. - Schedule: Not mentioned explicitly, though mentions may require evening and weekend work, attendance at meetings before/after normal business hours. That's schedule info. Could we treat that as Schedule? The rule: include Schedule section only if posting actually states them. It does mention may require evening and weekend work and attendance at meetings before or after normal business hours. That's schedule info. So we can include

        Schedule

        with a

        describing that. - About the role: we already have. We must not include headings with filler like "commensurate with experience". Not present. We must not include duplicated lines. We must preserve all substantive information. So we need to include all details from the posting, but we can condense into prose or list items, but must not invent or summarize away detail. However we can combine similar items? The instruction: "Preserve ALL substantive information; do NOT invent or summarize away detail." That suggests we should not omit any detail. But we can rephrase? Probably we need to keep the info but can be concise as long as we don't lose detail. Hard to know. Safer to keep bullet points that capture each distinct piece. Let's extract details: From Position Information paragraph: - City of Pittsburg, CA seeking experienced, highly organized, exceptionally discreet Executive Assistant to provide high-level administrative, executive, and legal support to City Attorney's and City Manager's Offices. - Manage sensitive information, coordinate complex schedules and communications, prepare and process important City documents, support legal and administrative matters, interact regularly with elected officials, government representatives, employees, community organizations, public. - Provide administrative support to City Attorney's Office and City Manager's Office. - Ideal candidate brings sound judgment, diplomacy, initiative, exceptional attention to detail. - Trusted to recognize priorities, anticipate needs, protect confidential information, independently move work forward with limited day-to-day direction. - Duties include assisting with office coordination, managing correspondence, maintaining detailed files, assisting in maintaining and preparing contracts, resolutions, ordinances, staff reports, court pleadings; conducting legal research with high degree of accuracy, tact, initiative. - Experienced individual with attention to detail, exceptional customer service skills, strong office and computer skills desired. - No two weeks exactly alike; priorities can change quickly based on City Council business, legal deadlines, public inquiries, emerging issues, requests from City leadership. - Throughout week, incumbent can expect shifting priorities, urgent requests, opportunities to exercise independent judgment. - Ability to remain calm, organized, professional, responsive essential. - Position may require evening and weekend work and attendance at meetings before or after normal business hours, depending on City business and operational needs. - Person appointed is an "at-will" employee. Then "We Are Looking For Someone Who Is" list of attributes (discreet, highly organized, proactive, diplomatic, detail-oriented with proofreading, adaptable, independent, service-oriented, experienced, technical, superb written and verbal communication). Also mention skills in marketing and outreach desirable. Then "About The City Attorney Department": description. Then "About The City Manager's Office": description. Then "About Pittsburg": description of city. Then "Benefits for regular employees include ..." list. Then "Examples of Duties Responsibilities May Include, But Are Not Limited To" with subcategories and bullet-like sentences. We need to include all that. We must not include boilerplate like cookie/navigation/legal/EEO etc. Not present. We must not repeat job title as heading. We must not put Job ID/requisition numbers as headings. We need to output only HTML fragment. Let's structure:

        About the role

        ... combine the position information paragraphs into prose.

        Responsibilities

        • ... each duty from the Examples of Duties section (maybe grouped). We'll need to capture each bullet. We have four categories: Executive & Administrative Support: - Provide sophisticated administrative and confidential support to the City Attorney, City Manager, City Council, and assigned staff. - Manage complex calendars, coordinate meetings, anticipate scheduling conflicts and competing priorities. - Screen calls, visitors, correspondence, and requests for information; determine appropriate referrals and follow-up. - Prepare, proofread, format, and distribute correspondence, reports, presentations, forms, and other official documents. - Manage incoming and outgoing mail, records, confidential correspondence and process invoices. - Coordinate travel arrangements, conference registrations, meetings, civic functions, and special events. - Maintain organized and accessible files, manuals, reference materials, and electronic records in accordance with City policies and retention requirements. Municipal & Legal Support: - Prepare, format, proofread, and process legal documents, agreements, contracts, resolutions, ordinances, staff reports, correspondence, and other official City documents. - Provide administrative support for City Council meetings and related activities. - Assist with the preparation and processing of contracts, agreements, resolutions, ordinances, and other documents requiring knowledge of legal terminology, formats, and procedures. - Conduct research and compile information for legal, administrative, and policy-related matters. - Assist in monitoring lawsuits, claims, potential liability matters, and related deadlines. - Compile and organize supporting documentation in response to legal document requests. - Assist with Public Records Act requests, subpoenas, discovery responses, insurance matters, and bond reviews. - Organize and maintain legal reference materials and law library resources. - Support special projects, policy implementation, administrative procedures, and cross-department initiatives. Communication & Public Service: - Serve as a professional liaison between the City Attorney’s Office, City Manager’s Office, City Council, City departments, public agencies, community organizations, attorneys, businesses, and members of the public. - Respond to inquiries and complaints with professionalism, tact, and sound judgment. - Interpret and explain applicable City policies, procedures, and administrative requirements within established guidelines. - Coordinate responses and facilitate resolution of issues when appropriate. - Communicate information clearly and appropriately to elected officials, executives, employees, attorneys, and members of the public. - Represent the City with professionalism, integrity, discretion, and a spirit of cooperation. Team Leadership: - Help establish efficient administrative processes and facilitate communication between the City Manager’s Office, City Attorney’s Office, and other departments. - Foster a workplace culture grounded in integrity, service, inclusion, collaboration, and accountability. - May provide technical or functional supervision to assigned administrative support staff. - May assign, train, coordinate, and review the work of support staff. We'll include each as
        • .

          Qualifications

          • Education: Possession of the equivalent to an associate’s degree from an accredited college or university with major coursework in business or public administration or another field of study applicable to the responsibilities and requirements of this job class.
          • Experience: Three (3) years of progressively responsible experience performing technical, and administrative support involving significant public contact, preferably in a municipal or similar setting, performing the typical tasks of this position.
          • Special Requirements: Possession at the time of hire and continued maintenance of a valid California Class C driver’s license is required. Possession of certification as Notary Public is desirable.
          • Knowledge Of: Local government organizational structure, including the role and responsibilities of the City Manager, City Attorney, an elected City Council, and boards and commissions. Recordkeeping, and research methods; principles and practices of legal support functions; legal research techniques and legal concepts, terminology, forms, and documents. Modern office practices, methods, and computer equipment including relevant software programs. Oral and written communication skills; business English including vocabulary, spelling, and correct grammatical usage and punctuation. Safe work practices. Principles and practices of excellent customer service.
          • Ability To: Interpret and apply City policies, procedures and rules. Understand and carry out oral and written instructions and prioritize workload to meet deadlines. Compile data and write clear and comprehensive reports and correspondence. Plan, assign and review work of support staff. Compile and maintain complex and extensive records and prepare reports and conduct research. Read, write and comprehend the English language at a level necessary for effective job performance exercising correct English usage, vocabulary, spelling, grammar and punctuation. Set priorities and meet critical deadlines. Handle information of a ... (the text cuts off). Actually the posting ends abruptly: "Handle information of a". It seems truncated. We need to preserve as is? The text ends: "Handle information of a". Probably missing continuation. We'll include exactly what is there: "Handle information of a". But that seems incomplete. We'll include as given.
          But we need to ensure we don't lose any detail. The "Ability To" list includes many items; we captured them.

          Skills

          • Discreet: Trusted with highly confidential legal, personnel, labor, litigation, and executive information.
          • Highly organized: Able to manage numerous deadlines, documents, calendars, and priorities simultaneously.
          • Proactive: Anticipates needs and takes appropriate action without waiting for detailed instructions.
          • Diplomatic: Comfortable interacting with elected officials, executives, attorneys, employees, and members of the public.
          • Detail-oriented with proofreading: Produces accurate, polished, and professional work.
          • Adaptable: Can shift priorities quickly while maintaining quality and professionalism.
          • Independent: Exercises sound judgment and knows when to seek direction.
          • Service-oriented: Approaches colleagues and members of the public with patience, respect, and professionalism.
          • Experienced: Previous administrative/office experience that include supporting executive leadership is desirable.
          • Technical: Experienced in Microsoft Office, Adobe, Canva and comfortable working in other software such as Tyler Munis and Achieve IT is desirable.
          • Superb written and verbal communication: Able to communicate clearly, concisely, and persuasively across email, phone, and social channels. Skills in marketing and outreach is desirable.