Administrative Assistant I

South Coast Air Quality Management District; Diamond Bar (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

South Coast AQMD is recruiting an Administrative Assistant I to provide comprehensive secretarial and office support to management staff. Responsibilities include handling clerical tasks, scheduling meetings, drafting routine correspondence, and coordinating calendars.

The selection process emphasizes typing ability (45 wpm), and proficiency in Word, Excel, Outlook, and proofreading. Candidates should demonstrate confidentiality, multitasking, and strong written and verbal communication skills.

Qualifications

• Passing typing score of 45 wpm on file.
• One year of experience as an Office Assistant or two years of clerical experience.
• Substitution: college courses or training may substitute for experience.
• Knowledge of modern office practices and English usage, grammar, and punctuation.

Responsibilities

• Provide full secretarial and office support for management staff.
• Screen calls and act as liaison for supervisor with staff and other divisions.
• Review and prioritize incoming correspondence for supervisor; arrange for follow-up.
• Operate standard office equipment; type and proofread documents.
• Schedule appointments and arrange meetings; prepare agendas and materials.
• Transcribe dictation or compose routine correspondence.
• Research data for reports and prepare general or special reports.
• Maintain office files and assist with budget/tracking procedures.
• May supervise or lead other clerical staff.

Skills

Typing 45 wpm

Attention to detail

Confidentiality

Multitasking

Written and verbal communication

Tools

Microsoft Word

Microsoft Excel

Outlook

PowerPoint

SiteFinity

Job description

This recruitment is promotional, open only to current South Coast AQMD employees. The recruitment will remain open on a continuous basis, and the eligible list may be used to fill current and future Administrative Assistant I vacancies, in any department.

THE SELECTION PROCESS

Application packets and supplemental questionnaire will be carefully reviewed, and only those candidates with the most competitive and/or directly transferable experience will be invited to the next step in the process, which is expected to be performance-based computer skills testing, including a Typing Test (45 wpm required), a Basic Microsoft Word Exam, an Intermediate Microsoft Excel Exam, and a Proofreading Test.

PLEASE NOTE

• Candidates who have previously achieved a passing typing score of 45 wpm or above, will not be required to re-take the typing test. (Scores must be on file in Human Resources).
• Candidates who have already taken and passed the Basic Microsoft Word Exam, Intermediate Microsoft Excel Exam and/or Proofreading Exam, will not be required to re-test.
• Candidates who have taken the Basic Word and/or Intermediate Microsoft Excel Exam within the last six months (from date application was submitted), without achieving a passing score, are not yet eligible to re-take the tests, and will not be able to advance in this recruitment process.
• Candidates who have taken the Proofreading Exam within the last three months (from date application was submitted), without achieving a passing score, are not yet eligible to re-take the tests, and will not be able to advance in this recruitment process.

Performance in the above computer skills testing are expected to result in a ranked eligible list. Pursuant to Section 4(g)(3)(d) of the Personnel Rules, this eligible list may be used to fill current and future Administrative Assistant I vacancies, in any South Coast AQMD department, during the 6-month life of the list.

Only those who demonstrate at each successive step of the selection process that they are among the most competitively qualified will be advanced to the next step. Meeting the minimum qualifications does not guarantee an invitation to future steps in the process.

ABOUT THE POSITION

The Administrative Assistant I classification is a multi-position class that is characterized by the responsibility to perform the full range of responsible secretarial and office support services for management staff, independently performing office management and coordination responsibilities in order to relieve management staff of routine administrative details, and performing other work as required.

IMPORTANT NOTE: The application period is expected to remain open on a continuous basis, through the end of the current fiscal year. However, depending on operational needs, the application period may close at any time.

The general Example of Duties for this classification are highlighted below, for full description of duties please refer this Administrative Assistant I

• Performs a variety of clerical and office support services responsibilities, including administrative assignments to relieve superiors of routine office management and coordination responsibilities.
• Screens a variety of office and telephone calls referring inquiries to other staff members or personally responds to request for information, as appropriate; acts as liaison for the supervisor with subordinate staff and representatives of other divisions and agencies to obtain and transmit information, requests and instructions.
• Reviews and arranges incoming correspondence in order of priority for the supervisor; refers other correspondence and materials to subordinate staff for reply, as appropriate, and follows up to ensure timely completion.
• Operates standard or automated office equipment to type a variety of correspondence, memoranda, reports, forms and other finished copy from rough draft or handwritten materials; arranges materials in the proper format and proofreads finished copy for completeness and accuracy of spelling, punctuation and typing.
• Schedules appointments and arranges conferences and meetings for the supervisor; prepares agendas, documents, overhead projector transparencies, etc., for various meetings and workshops; may attend meetings, take minutes and prepare summaries.
• May take and transcribe dictation from shorthand notes or transcribes from recorded dictation; compose routine correspondence or memoranda which require extensive knowledge of the supervisor's duties, office procedures and policies.
• Researches and compiles data from a variety of sources for general information purposes, special reports and projects; may prepare a variety of reports for supervisor's approval.
• Performs routine personnel, budget, timekeeping and other office support services; establishes and maintains a variety of office files, records and log; develops and modifies office procedure and practices as necessary.
• May act in a lead capacity over other clerical employees.

DESIRABLE QUALIFICATIONS

In addition to the Minimum Qualifications which follow, the most competitive candidates will also possess:

• Ability to work cooperatively with assigned manager, South Coast AQMD staff, and others encountered in the course of work to ensure efficient performance of the team's function.
• Ability to exercise good judgment and discretion in handling a variety of confidential or sensitive matters.
• Ability to effectively organize and juggle multiple competing priorities and deadlines under tight schedules.
• Excellent computer skills, particularly in Word, Excel (including use of macros and formulas), Outlook, PowerPoint, and other Microsoft Office Suite programs.
• Experience designing and creating webpages (experience with SiteFinity is a plus).
• Knowledge of Agenda Tracking System process to monitor, track and approve various agenda titles and Board letters.
• Experience staffing a South Coast AQMD Advisory Group or Committee and setting up and staffing meetings of all types.
• Knowledge of protocol with elected officials, staff, and others including community organizers and stakeholders.
• Strong proficiency in taking and creating meeting minutes.
• Experience organizing events of all sizes including registration, exhibits and other aspects.
• Experience with South Coast AQMD accounting and budgeting processes and the ability to help track budgets.
• Ability to track programs and create reports as appropriate.
• Excellent oral and written communication skills, including editing complicated and lengthy documents.
• A keen eye for detail and accuracy.
• Flexibility, dependability, and a positive, "can-do" attitude, including willingness to work after-hours and on weekends as needed.

MINIMUM QUALIFICATIONS

EXPERIENCE:

TYPE 45 net words per minute. (You must have a passing score on the typing test in our files).

-EITHER I-

One year of experience as an Office Assistant.

-OR II-

Two years of responsible clerical experience equivalent to an Office Assistant.

SUBSTITUTION: Education may substitute for up to one year of the experience required under Option II, with either 1) completion of 18 semester (27 quarter) units from an accredited college or university in secretarial sciences, office practices, business education or a closely related field or 2) completion of 360 hours of training from a recognized occupational training program in secretarial sciences, business education or a closely related field may substitute for one year of the experience required under Option II.

KNOWLEDGE OF: Modern office practices and procedures, including files and recordkeeping systems; standard and automated office equipment; correct English usage, grammar, spelling, vocabulary, and punctuation.

ABILITY TO: Perform responsible confidential secretarial work; understand, explain, and apply South Coast AQMD rules, regulations, policies and procedures specific to the area of assignment; operate a variety of standard and automated office equipment; understand and follow oral and written instructions; maintain detailed and accurate records; compose correspondence and prepare reports; establish and maintain cooperative relations with South Coast AQMD personnel and the public.

APPLICATION PACKETS MUST INCLUDE:

1. A completed employment application covering at least the past 10 years of employment, and including your entire South Coast AQMD employment history, listing separately, each position you have held. (You may contact Human Resources at x2800, to verify actual job titles and dates they were held.)
2. Up to four references which include the names and phone numbers of your present and past supervisor or managers, or persons for whom you have directly provided services, not peers.
3. Responses to the Supplemental Questionnaire (SQ). The SQ is a form of written test and will be evaluated as such. Your responses should be well written, clear, concise, responsive to each question.
4. If not already on file, you must submit acceptable documentation of all education claimed as detailed in the "Educational Requirements" link on South Coast AQMD's Careers webpage. Unofficial copies are acceptable at this time.

Job applications must be completely filled out. A resume cannot be substituted for the required information. Be sure to detail any education, training or other relevant coursework that would make you a particularly strong candidate.

This position is not eligible for visa sponsorship.