Transfer - Senior Office Assistant

South Coast Air Quality Management District; Diamond Bar (CA); On-site; USD 45,000 - 62,000; Full time

Job summary

South Coast AQMD invites current employees to apply for a transfer to the Senior Office Assistant position in California. The role involves coordinating office support, supervising staff, and handling complex clerical tasks such as permit processing, data reporting, and Hearing Board administration.

The transfer is limited to existing South Coast AQMD staff, with a six-month active transfer window after acceptance. Probationary prerequisites apply for internal transfers and reassignments.

Qualifications

• Type at least 30 net words per minute.
• One year as an Office Assistant or two years of journey-level clerical duties.
• Substitution: 18 units or 360 hours training may substitute for up to one year of experience.
• Knowledge of modern office and recordkeeping practices and filing procedures.
• Ability to train and review staff, and explain complex rules to the public.

Responsibilities

• Assigns, reviews, and coordinates general or specialized office support work; monitors workload and prepares reports.
• Trains new employees on procedures and provides technical guidance.
• Reviews staff work, counsels on assignments, and prepares performance evaluations.
• Performs complex office support, processes permit applications, analyzes information, and summarizes data.
• Responds to inquiries, analyzes requests, and provides recommendations; handles sensitive information.
• Reviews documents for form and content and may prepare billings or prorations.
• Manages Hearing Board petitions, calendars activities, enters data, and maintains related files.
• Types letters and reports; proofreads and formats documents; composes correspondence.
• Establishes and maintains filing systems; prepares reports and manages supplies.

Skills

Typing speed

Train staff

Communication

Word processing

Recordkeeping

Education

18 semester units secretarial/office practices

Tools

Word processing

Data-entry terminals

Calculators

Job description

This is a transfer opportunity, open only to current South Coast AQMD employees, and is expected to result in a transfer list from which current and future Senior Office Assistant vacancies may be filled.

Please note that a transfer application, once accepted, is active for six calendar months.

To view the classification specification, click the link here.

• Assigns, reviews, participates in, and coordinates the activities of a unit engaged in performing general or specialized office support work; monitors the workload and prioritizes assignments to ensure the timely completion of work; compiles unit statistical production reports maintained by staff for supervisory review; may coordinate the flow of work with other units.

• Trains and instructs new employees on operational procedures and divisional rules, regulations, and procedures; provides technical guidance on difficult work problems by explaining the application of operational procedures specific to the situation.

• Reviews the work of staff to ensure accuracy, completeness, and adherence to instructions and prescribed work methods, and counsels staff on work assignments; meets with supervisory staff to provide information, and discuss reassignment of staff and work performance problems; prepares draft performance evaluations.

• Performs specialized complex and responsible office support work requiring the review and analysis of a variety of information sources; processes permit applications and performs a variety of related duties; performs extensive searches of records, files, reports, and/or computerized databases and recordkeeping systems, and abstracts information not readily available; summarizes and interprets data to prepare narrative or statistical reports.

• Responds to a variety of inquiries, requests, or complaints; identifies, analyzes, and prepares appropriate recommendations, and initiates corrective measures to resolve problems; provides information that requires referencing a number of sources and the explanation of detailed rules, regulations, and procedures to South Coast AQMD staff and the public; handles difficult situations and sensitive requests for information by South Coast AQMD personnel or external agency representatives; may screen and route incoming telephone calls.

• Reviews documents, files, applications, and records for form and content, and to ensure compliance with established operational policies and procedures; performs arithmetical calculations to compile statistical reports; may calculate and prepare special billings, reinstatement fees, and prorations for billing cycle changes.

• Receives and processes petitions from the Hearing Board; assigns petitions to attorneys; calendars and tracks Hearing Board-related activities for attorneys; enters petition information into South Coast AQMD databases; establishes and maintains Hearing Board files; generates a variety of Hearing Board-related information for legal staff and investigators; develops activities reports.

• Types letters, reports, charts, case records, and similar documents using word processing equipment or a typewriter from rough drafts, marginal notes, machine transcriptions, or general instructions; gathers and assembles information from a variety of sources, and arranges materials in proper format; proofreads finished copy to ensure standards for accuracy, completeness, and format; composes correspondence requiring the exercise of independent judgment in the selection of information or data necessary to formulate a reply.

• Establishes alphabetical, numerical, chronological, and/or subject matter filing systems; prepares, arranges, indexes, and cross-references files, as needed; updates and organizes files to determine the appropriateness of revising, deleting, or purging information; maintains a variety of records, logs, rosters, and registers; may prepare statistical and other types of reports; may review office supplies and requisition forms, and prepares supply requests based on anticipated needs.

ELIGIBILITY

• Must currently be in the Senior Office Assistant classification.

OR

• To transfer to a new class title, your current classification must have the exact same pay and you must complete the application demonstrating that you meet the minimum requirements for the new class.

Please note: To transfer, an employee must have passed probation (12-month initial probation or 6-month promotional probation).

MINIMUM QUALIFICATIONS

SKILL: Type 30 net words per minute.

-EITHER I-

EXPERIENCE: One year as an Office Assistant.

-OR II-

EXPERIENCE: Two years performing a variety of journey-level clerical duties.

SUBSTITUTION: 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 completion of 360 hours of training from a recognized occupational training program in any of the above-listed fields may substitute for up to one year of the experience required under Option II.

KNOWLEDGE OF: Modern office and recordkeeping practices, including alphabetical, numerical, chronological, and subject matter filing procedures; correct spelling, grammar, and punctuation to prepare correspondence and proofread finished copy; use and maintenance of computerized databases; standard office machines, and automated equipment, including calculators, data-entry terminals, microcomputers, and word processing equipment.

ABILITY TO: Train and review the work of other staff; explain and apply South Coast AQMD rules, regulations, policies, and procedures specific to the area of assignment; effectively communicate detailed and complex rules, regulations, and clerical procedures to the public and South Coast AQMD employees; sort, classify, compile, and verify data; review and proofread documents for accuracy and completeness; maintain logs and records, including computerized filing systems and databases; make accurate arithmetical computations; operate a variety of standard and automated office machines; understand and follow oral and written instructions; establish and maintain effective working relationships with South Coast AQMD personnel and others contacted in the course of work.