Administrative Assistant (Part time with the potential for full time)

Mpa Nc; Concord (CA); Híbrido; USD 32 000 - 52 000; Tempo parcial

Resumo da oferta

Municipal Pooling Authority (MPA) in California seeks an Administrative Assistant (Executive Assistant to the Chief Administrative Officer) for part-time support, with potential path to full-time. The role includes direct administrative support to the CAO, calendar management, meeting coordination, and handling confidential documents.

The position offers flexible hours with a goal of in-office presence and potential future full-time conversion depending on needs and performance.

Qualificações

• High school diploma or equivalent required.
• Advanced knowledge of MS Office/Office 365 and Adobe Acrobat preferred.
• Public entity administration or board administration experience desired but not required.

Responsabilidades

• Provide direct administrative support to the Chief Administrative Officer.
• Schedule internal and external meetings and manage calendars.
• Answer phone calls and manage requests for the CAO.
• Draft memos, reports, or correspondence as directed.
• Coordinate travel plans and general office operations.
• Maintain vendor contacts and track insurance certificates.
• Assist with Board/Committee meeting packets, minutes, and action items.
• Handle confidential documents and support HR needs as needed.

Conhecimentos

Attention to detail

Effective communication

Formação académica

High school diploma or equivalent

Ferramentas

MS Office/Office 365

Adobe Acrobat

Other database applications

Descrição da oferta de emprego

Administrative Assistant (Part time with the potential for full time)

About the Position: Administrative Assistant (Executive Assistant to the Chief Administrative Officer)

Position Status: Part-Time (20 to 29 hours a week) with potential for future conversion to full-time.

The Municipal Pooling Authority (MPA) is seeking an Administrative Assistant (Executive Assistant to the Chief Administrative Officer) to provide direct support to the Chief Administrative Officer and MPA generally. This recruitment is for a part‑time position to evaluate resource need, allocation, and performance. Conversion to full‑time may be considered in the future, depending upon MPA’s needs and the candidate’s performance. Work schedule and hours may be flexible, depending upon the needs of the candidate and MPA, but it is desirable for the candidate to spend at least three half‑days in the office. Any future conversion to full‑time will likely require a minimum of three full days in the Office.

About the Municipal Pooling Authority

The Municipal Pooling Authority (MPA) is a well‑established and reputable Joint Powers Authority (JPA) established in 1977, to pool municipal assets to provide General Liability coverage and Workers' Compensation coverage for 21 municipalities in Northern California. MPA has grown to include Property, Vehicle Physical Damage, short‑term and long‑term disability, Risk Management, Ergonomics, Employee Benefits, and Employee Wellness services/programs. MPA provides in‑house administration of claims for General Liability, Workers' Compensation, and Vehicle programs, and maintains claims administration services through Origami, an online claims management system. MPA has continually received Accreditation with Excellence from the California Association of Joint Powers Authorities CAJPA).

The MPA team has 26 employees who specialize in their areas of work, ranging from public administration requirements, such as pooling, to claims administration and program management. MPA team is highly collaborative, takes pride in its work, and often works together to strategize on moving MPA forward. The team enjoys quarterly team‑building events.

Supervision Received and Exercised

Receives direction and supervision from the Chief Administrative Officer.

Essential Duties and Responsibilities

Responsibilities and duties may include, but are not limited to the following:

• Provide direct administrative support to the Chief Administrative Officer
• Schedule all internal and external meetings, calendaring of events and activities, and conference calls for the Chief Administrative Officer.
• Answer Chief Administrative Officer's phone and manage requests from callers.
• Draft memos, reports, or correspondence as directed.
• Provide research support on special projects.
• Coordinate travel plans.
• General Operations of the MPA Office
• Coordinate lease contracts, repair, and maintenance of equipment.
• Maintain MPA vendor contacts and track Certificates of Insurance (including janitorial, office supplies, copier/printer, postage meter, etc.).
• Handle property/building needs to ensure the upkeep and maintenance of the MPA office suites, building, and building grounds.
• Provide support for Human Resources needs of MPA, including the handling of confidential documents and information.
• Provide occasional Backup Support to the Administrative Services Department, which may include occasional work in the following areas, as needed:
  • Prepare Board and Committee meeting agenda packets and post them in accordance with Myers-Milias-Brown Act requirements, track attendance, and take notes.
  • Prepare action item minutes.
  • Assist in meeting preparation (e.g., coordination with venues/IT providers for external meetings, equipment/meeting room set up for meetings hosted in‑house, arrangement of food/refreshments, etc.).
  • Assist with typing reports, letters, memos, policies, creating PowerPoint presentations, and other assignments as needed.
  • Maintain updated Board Member contact information and distribute updates to staff, vendors, and Board members as necessary.
  • Schedule and prepare materials for individual or group meetings with Board members such as orientation meetings, workshops, or other educational/training events.
  • Coordinate, monitor, and facilitate Form 700 Annual, Leaving, and Assuming Office statement submission via NetFile.
  • Issue Statement of Facts to the Secretary of State when necessary.
  • Issue invitations and reminders to Board Members regarding upcoming meetings, events, trainings, and other relevant activities.
  • Communicate important information and/or reminders to Board members
• Other additional duties or special projects as assigned by the CAO

Knowledge of

• Microsoft MS Office/Office 365, Adobe Acrobat, and other database applications (advanced experience preferred).
• Mathematical principles, basic professional letter writing, and standard format for typed materials.
• Knowledge of standard office equipment operation, including photocopier, mail machine, printers, and telephone.
• Business English, grammar, and editing.

Ability to

• Perform a variety of tasks with frequent interruptions and changing priorities.
• Maintain professional decorum and communicate tactfully, effectively, and respectfully with staff, Board members, city personnel, and the public.
• Maintain professional integrity and practice tact, perseverance, and common sense.
• Communicate effectively, both orally and in writing, using good knowledge of the English language, including correct punctuation and spelling.
• Review and edit written materials for spelling, grammar, and clarity.
• Summarize and transcribe minutes.
• Troubleshoot technical problems, including but not limited to minor computer and/or office equipment malfunctions.
• Preserve and protect confidential information.
• Work within strict deadlines and reporting requirements.

Physical Requirements

The conditions herein are representative of those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential job functions.

Primary functions require sufficient physical ability and mobility to: work in an office setting; stand or sit for prolonged periods of time; bend, stoop, crouch, reach, or kneel on a daily or regular basis; lift, carry, push, and/or pull light to moderate amounts of weight; operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and verbally communicate to exchange information. Reasonable accommodation may be provided upon request.

MINIMUM QUALIFICATIONS

Education/Training

High school diploma or equivalent

Experience

Must have advanced knowledge of MS Office/Office 365 (specifically, Excel, Word, and PowerPoint) and Adobe Acrobat. Public entity administration, executive support and/or board administration experience may be desired but not required.

License/Certifications