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Administrative Assistant I- Long Beach Office

Administrative Assistant I- Long Beach Office

South Coast Air Quality Management DistrictDiamond Bar, CA, US
19 hours ago
Job type
  • Full-time
Job description

Administrative Assistant I - Long Beach Office

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 Los Angeles, Orange County, Riverside and San Bernardino counties, including the Coachella Valley. Our mission is to ensure clean air and a healthy environment.

We are currently recruiting to fill one vacancy in the Monitoring and Analysis Division that will be reporting full-time to the South Coast AQMD Long Beach office.

Long Beach Office : 1500 W Carson St #115, Long Beach, CA 90810

The Selection Process

Application packets and supplemental questionnaire will be reviewed, and only candidates with the most competitive and directly transferable experience will be invited to the next step, which may include performance-based computer skills testing (Basic Word, Intermediate Excel, Proofreading, and typing speed / accuracy 45 wpm). Testing is expected to be conducted remotely. A multiple-choice examination will follow, with a ranked eligible list valid for 6–12 months.

Meeting minimum qualifications does not guarantee advancement.

About The Job

The Administrative Assistant I classification is a multi-position class that performs the full range of secretarial and office support services for management staff, including independent office management and coordination responsibilities to relieve management of routine administrative details.

South Coast AQMD reserves the right to modify elements of the selection process. Accommodations are available upon request through the Human Resources Department.

Example of Duties

  • Performs a variety of clerical and office support services, including administrative assignments to relieve superiors of routine office management and coordination responsibilities.
  • Screens calls and refers inquiries to staff; acts as liaison with subordinates and other divisions to obtain and transmit information.
  • Reviews and prioritizes incoming correspondence; coordinates with staff to ensure timely responses.
  • Operates standard or automated office equipment to type documents and arrange materials in proper format; proofs finished copy for accuracy.
  • Schedules appointments and meetings; prepares agendas and documents; may attend meetings and take minutes.
  • May transcribe dictation or draft routine correspondence requiring knowledge of the supervisor's duties and procedures.
  • Researches and compiles data for reports; may prepare various reports for supervisor's approval.
  • Performs routine personnel, budget, timekeeping and other office support; maintains office files and records; may lead clerical staff.

Desirable Qualifications

  • Ability to work cooperatively with management and staff; exercise good judgment with confidential matters.
  • Ability to organize multiple priorities and deadlines; strong Microsoft Word, Excel (macros and formulas), Outlook, PowerPoint, and related Office Suite skills.
  • Experience designing and creating webpages; knowledge of Agenda Tracking System; staff advisory group or committee experience.
  • Knowledge of protocol with officials and stakeholders; ability to take and prepare meeting minutes; event coordination experience.
  • Experience with accounting and budgeting processes and creating reports; strong editing and communication skills; attention to detail; flexibility and dependability.
  • Willingness to work after hours and on weekends as needed.
  • Minimum Qualifications

    Experience and / or substitution options :

  • Typing : 45 net words per minute (passing typing test required).
  • Option I : One year of experience as an Office Assistant.
  • Option 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 (18 semester units in secretarial / sciences or 360 hours of related training).
  • Knowledge and Abilities

  • Knowledge of modern office practices, files, recordkeeping, and standard office equipment; correct English usage.
  • Ability to perform confidential secretarial work; follow instructions; maintain accurate records; compose correspondence and prepare reports; build cooperative relations with district personnel and the public.
  • Application Materials

  • Typing certificate attached to the application (required).
  • Completed employment application covering at least the past 10 years of employment history.
  • Responses to Supplemental Questionnaire (SQ).
  • Up to four references with contact information.
  • Unofficial transcripts documenting qualifying education (submitted as attachments).
  • If education is claimed, transcripts documenting qualifying education as attachments.
  • Job Location Confirmation

  • I confirm that I am aware of the job location and am willing and able to work at South Coast AQMD's Long Beach location.
  • I am not able or willing to work at South Coast AQMD's Long Beach location.
  • Other Information

  • Not eligible for visa sponsorship.
  • For accommodations during the selection process, contact Human Resources at least one week prior to test dates.
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    Administrative Assistant Office • Diamond Bar, CA, US

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