Administrative Assistant I- Long Beach Office

Administrative Assistant I

South Coast Air Quality Management District (South Coast AQMD) is one of the largest and most technologically sophisticated environmental regulatory agencies in the Nation. We serve a four-county region that includes large areas of Los Angeles, Orange County, Riverside and San Bernardino counties, including the Coachella Valley, which is home to more than 17 million people. South Coast AQMD's headquarters is located in Diamond Bar, 30 miles east of downtown Los Angeles, at the junction of the 57 and 60 freeways. With a highly diverse "Clean Air Team" of over 850 employees, an annual budget of $211.4 million, and a state-of-the art air quality laboratory, our mission is to ensure clean air and a healthy environment. South Coast AQMD is an organization you can be proud to work for we make a difference in the quality of life in Southern California! South Coast AQMD's mission requires diverse perspectives, talents, and life experiences to solve some of the most complex technical air quality issues. We are committed to creating and maintaining a work environment that appreciates the unique contributions of our employees and fosters professional development and growth. South Coast AQMD respects the distinct ideas and perspectives of our stakeholders and works to bring them together toward the common goal of clean air. We are currently recruiting to fill one (1) vacancy in the Monitoring and Analysis Division, that will be reporting full-time to the South Coast AQMD Long Beach office within our agency. South Coast AQMD Long Beach Office : 1500 W Carson St #115, Long Beach, CA 90810

The selection process will include performance-based computer skills testing, which includes a Basic Microsoft Word Exam, an Intermediate Microsoft Excel Exam, a Proofreading Test, and typing speed and accuracy (45 wpm required). All testing is expected to be conducted remotely. Following the computer skills tests, the most competitive candidates will be invited to a multiple-choice examination. Performance in the above testing processes is expected to result in a ranked eligible list, from which current and future vacancies may be filled, during the 6-12 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.

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. South Coast AQMD reserves the right to add, delete, or modify any elements of the selection process as deemed appropriate, based on the number and quality of applicants at each step. Candidates who may need accommodations during the selection process must call the Human Resources Department at least one week prior to any test dates.

Example of duties for this classification include performing a variety of clerical and office support services responsibilities, including administrative assignments to relieve superiors of routine office management and coordination responsibilities. Screening 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. Reviewing and arranging 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. Operating 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. Scheduling appointments and arranging 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; composes 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 include the 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 include either one year of experience as an Office Assistant or 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 District personnel and the public.

Application packets must include a typing certificate, a completed employment application covering at least the past 10 years of employment history (or longer if you have other relevant experience), and your entire South Coast AQMD employment history if you are a South Coast AQMD employee. 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, and directly responsive to the question. Up to four references which include the names and phone numbers of your present and past supervisors or managers, and / or college professors or persons for whom you have directly provided services, not peers. An unofficial copy of your transcripts (or equivalency evaluation if your education was obtained outside the U.S.), documenting all qualifying education claimed, submitted as an attachment to your online application. 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. Please call Human Resources at least one week in advance if you might need accommodation at any step during the selection process. If you have any questions regarding this recruitment, please contact the Human Resources Department at (909) 396-2800.