Executive Assistant I

County of Riverside; California (MO); On-site; USD 52,000 - 76,000; Full time

Job summary

Riverside County Flood Control and Water Conservation District seeks an Executive Assistant I to provide administrative support across divisions. Responsibilities include creating documents, managing calendars, and liaising with County Counsel and the Clerk of the Board.

Strong MS Office and Adobe proficiency, plus keen proofreading, are required. The role involves prioritizing tasks, handling multiple systems, supporting purchasing, and interacting with staff, the public, consultants, and

Qualifications

• Education: High school diploma or GED may be required.
• Experience: Three years of broad clerical experience. Completion of college units or training may substitute for one year of experience.
• Knowledge: Typing layouts, business English, spelling, punctuation, grammar, and word usage; indexing and filing; office equipment; modern procedures; basic arithmetic.

Responsibilities

• Take and prepare minutes of meetings.
• Type letters, memos, reports, and various documents.
• Set up and maintain office files and records using computer apps.
• Maintain control files and monitor staff assignments.
• Schedule appointments and coordinate meeting logistics.
• Sort and route mail and provide information to callers.
• Compile data for reports and summarize information.

Skills

Clerical experience

Excel

Visio

Outlook

Adobe Acrobat Pro

FileNet

Calendar management

Interpersonal skills

Proofreading

Education

High school diploma or GED

College units substitute for experience

Tools

Microsoft Office Suite

Adobe Acrobat Pro

Visio

Job description

For questions regarding this position, please contact the Recruiter listed in the Supplemental Information section.

About The Position

The Riverside County Flood Control and Water Conservation District Administration Division has an opportunity for Executive Assistant I. This position will provide administrative support to multiple divisions and the administrative team.

The Executive Assistant will be responsible for creating, formatting, and finalizing a variety of documents, including letters, memos, agreements, Form 11s, resolutions, and reports; demonstrating intermediate to advanced proficiency in Microsoft Office and Adobe Professional; managing multiple calendars; and ensuring correct English usage, grammar, and punctuation. The role also involves researching historical documents, serving as a liaison with County Counsel and the Clerk of the Board, training staff, following oral and written directions, and quickly prioritizing tasks. The Executive Assistant will utilize multiple systems to process various requests, interact positively with staff, the public, consultants, and external agencies, and support purchasing functions by creating and submitting purchase requests, researching items, and conducting inventory of products.

Competitive experience includes three years of clerical work, training other clerical staff, creating and submitting purchase requests, and the ability to work independently with minimal supervision. Candidates should be proficient in Excel, Visio, Outlook, Adobe, and familiar with FileNet. Additional experience with various programs and systems, along with strong independent decision-making and task management skills, is also highly desirable. Demonstrated ability in creating, formatting, and finalizing documents such as letters, memos, agreements, form 11s, resolutions and reports is desired.

The Executive Assistant I is not a natural progression underfill for the class of Executive Assistant II. Advancement to the next level is obtained by competitive selection through an open recruitment.

Meet The Team

The Riverside County Flood Control and Water Conservation District provides for the control and conservation of flood and storm waters and for the protection of watercourses, watersheds, public highways, life and property from damage within its boundaries.

Examples Of Essential Duties

• Take and prepare minutes of meetings.
• Type correspondence, memoranda, reports, documents, orders, payrolls, briefs and statistical data such as charts, tables, and graphs.
• Set up and maintain office files, record and index using computer applications that include use of electronic mail, word processing, spreadsheet and special databases.
• Maintain control files to monitor status and expedites the completion of staff assignments.
• Schedule appointments, coordinate time, place, and participant arrangements for meetings.
• Sort, screen, and route incoming mail.
• Provide general information to office and telephone callers and/or refer them to appropriate party.
• Compile and summarize information, data, and figures for reports.
• May lead subordinate staff in routine clerical assignments.
• May serve as secretary to an assigned Commission; arrange meetings and schedule appointments; answer correspondence independently; prepare weekly meeting agenda; assemble data, reports, and material prepared by Department staff for Commissioners and Commission meetings as required.

Minimum Qualifications

Education: Graduation from high school or attainment of a satisfactory score on a G.E.D. test may be required.

Experience: Three years of broad and varied clerical experience. (Completion of 18 semester or 27 quarter units from an accredited college or university or 360 hours of training from an accredited occupational training program in secretarial sciences, office practices, business education, or a closely related field to the assignment may substitute for one year of nonspecialized clerical experience.)

Knowledge of: A wide variety of typing layouts and formats; Business English, including spelling, punctuation, grammar, capitalization, and word usage; Indexing and filing rules and systems; the operation and uses of office equipment including personal computers, calculators and copiers; modern office and record keeping procedures and practices; basic arithmetic; County customer service objectives and strategies; telephone, office, and online etiquette; current technology and trends in the profession.

Ability to: Operate standard and modern office equipment; proofread and review work for accuracy and completeness; input and retrieve data from computerized record keeping systems; prioritize and route telephone calls and mail; monitor staff assignment deadlines; establish effective working relationships with management, employees, and employee representatives.

Other Requirements

• Must possess and maintain a valid California Class C driver license.
• Ability to lift and carry up to 15 lbs banker box for files/tools.
• Drive offsite for pickups and deliveries as needed.

SUPPLEMENTAL INFORMATION

APPLICATION INFORMATION

Veteran's Preference: The County has a Veterans Preference Policy applicable to new hires. To qualify, attach the required documents to your job application. Documents include a copy of your (or your spouse's) Member-4 Form DD-214 indicating dates of service. For spousal preference, and as applicable, the following documents: a copy of your marriage certificate, spouse's death certificate, a letter of spouse's disability and/or letter of service-related death (if available) from the U.S. Veteran's Administration. For privacy reasons, it is recommended that you remove your social security information from the document(s). A Human Resources Representative will review the materials and determine if you qualify for veterans' preference. For complete details and documentation requirements, please review the Veterans Preference Policy, C-3 here: https://rivcocob.org/board-policies

Reasonable Accommodations: The County of Riverside is committed to providing reasonable accommodation to applicants as required by the Americans with Disabilities Act (ADA) and Fair Employment and Housing Act (FEHA). Qualified individuals with disabilities who need a reasonable accommodation during the application or selection process should contact the recruiter for the position noted above. For additional information and/or to obtain the appropriate form for requesting a reasonable accommodation, please visit the Disability Access Office web page located at: https://rc-hr.com/disability

Work Location and Telework: In-person attendance is the standard work expectation for County of Riverside assignments. Certain assignments may be eligible for a hybrid telework schedule; however, telework arrangements are subject to management approval, operational needs, and/or may be modified or discontinued at any time. Employees who telework are expected to be able to report to their assigned worksite on short notice or as operational needs require. Unless otherwise specified for a particular position, employees are expected to reside in California following appointment. Limited exceptions may apply. Applicants should contact the assigned recruiter for additional information regarding work location expectations, telework eligibility, and residency requirements.

Proof of Education: If using education to qualify or when requested by the recruiter, upload a copy of any license(s), official/unofficial transcript(s), degrees, and/or related employment documents to your NeoGov account at the time of application and before the closing date. Official or unofficial transcripts will be accepted. If your education was completed outside of the United States, you will need to provide a copy of your Foreign Education Equivalency evaluation from a member of the National Association of Credential Evaluation Services ( NACES ) or Association of International Credential Evaluators, Inc. ( AICE ).

Work Authorization Requirement: Applicants must be legally authorized to work in the United States at the time of application. The County of Riverside does not participate in visa sponsorship programs, including H1-B visas, and will not provide sponsorship for any employment-based visas.

Equal Opportunity Employer: The County of Riverside is an Equal Opportunity Employer. It is the policy of the County of Riverside to provide equal employment opportunities for all qualified persons. All applicants will be considered without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender, gender identity, gender expression, marital status, ancestry, medical condition (cancer and genetic characteristics), genetic information, or denial of medical and family care leave, or any other non-job-related factors.

Pre-Employment: All employment offers are contingent upon successful completion of pre-employment requirements including a criminal background investigation, which involves fingerprinting. (A felony or misdemeanor conviction may disqualify the applicant from County employment). A pre-employment physical examination and background check may be required.

Probationary Period: As an Approved Local Merit System, all County of Riverside employees, except those serving "At Will," are subject to the probationary period provisions as specified in the applicable Memorandum of Understanding, County Resolution, or Salary Ordinance. Temporary and Per Diem employees serve at the pleasure of the agency/department head.

General Information: Current County of Riverside and/or current employees of the hiring department may receive priority consideration. Qualified candidates may be considered for future County vacancies. Job postings may close without notice based on application volume. Submit your complete application by the recruitment close date; no late applications are accepted. Ensure all relevant experience/education is reflected on your application/resume, as a failure to demonstrate position requirements may disqualify applicants. A description of job duties directly copied from the job classification or job posting will not be considered.

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