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Administrative Assistant
1 month ago
Description
The Bay Area Air Quality Management District (Air District) is a regional government agency, committed to achieving clean air to protect the public‘s health and the environment. The Air District accomplishes this goal through regulation of industrial facilities and various outreach and incentive programs designed to encourage clean air choices.
The Air District‘s jurisdiction encompasses all of seven counties - Alameda, Contra Costa, Marin, San Francisco, San Mateo, Santa Clara and Napa, and portions of two others - southwestern Solano and southern Sonoma.
The Air District is currently conducting an open recruitment for the position of Administrative Assistant I/II in the Human Resources Office. This is a full-time, temporary and non-represented position. There is one (1) vacancy. Please note that this is a temporary position expected to be 12 months in duration.
DEFINITION:
Under general supervision, performs a variety of administrative, secretarial, and office support duties of moderate complexity requiring thorough knowledge of the department, its policies and procedures, and operational details; provides administrative support to departmental staff; composes and prepares correspondence using professional judgment in content and style; provides information to the public and staff; and performs related work as required.
Examples of Duties for this Position
Assists with the administration of human resources projects and/or programs; helps staff in various projects and/or programs; follows up on projects, transmits information, and keeps informed of unit activities.
Provides administrative support to the human resources team on recruitment, training, benefits and wellness efforts.
Coordinates, schedules and arranges meetings, trainings, and events; arranges rooms, prepares agendas and materials, follows up actionable items..
Prepares and drafts wide variety of documents, including personnel action and other human resources forms; obtains approvals and reviews finished materials for completeness inputs or retrieves data or prepares reports using l computer software programs.
Prepares and processes administrative documents including purchase requests, invoicing, budget transfers, reimbursement requests, and contracts; tracks cost schedules.
Receives and screens visitors, emails, and telephone calls, providing factual information which requires the interpretation of policies and procedures; takes messages and refers the caller to the proper person or department.
Researches and compiles a variety of informational materials from sources both inside and outside the office; summarizes such information as directed; assists in organizing and creating documents for reports and projects.
Reviews and processes applications and finished documents for completeness, accuracy, format, appropriate English usage, and compliance with policies and procedures.
Opens, processes, and sorts mail and attaches pertinent back-up materials; prepares outgoing mail as required.
Organizes and maintains various office files, including personnel files; purges files as required.
Purchases office supplies and special orders.
Performs other duties as assigned.
Minimum Qualifications
Education and Experience:
A typical way to obtain the required qualifications would be:
Administrative Assistant I: Equivalent to the completion of twelfth (12th) grade, college-level coursework and/or technical training in office administrative support, and one (1) year of responsible administrative support experience. Or any combination of training and experience that would provide the required knowledge, skills, and abilities.
Administrative Assistant II: Equivalent to the completion of twelfth (12th) grade, college-level coursework and/or technical training in office administrative support and three (3) years of responsible administrative support experience. Or any combination of training and experience that would provide the required knowledge, skills, and abilities. Additional specialized secretarial or clerical training is desirable.
Other Requirements:
Specified positions may require possession of, or ability to obtain, a valid Class C California Driver License by time of appointment.
How to Apply & Selection Criteria
How To Apply:
Interested individuals must submit a completed BAAQMD application, chronological resume, and responses to the supplemental questionnaire by 5:00 p.m. on December 2, 2024. Applications are accepted online. Please visit our website at www.baaqmd.gov/jobs to apply or to download an application. Resumes must be included, and not in lieu of the required application materials. Postmarks, faxes, and E-mailed applications will not be accepted.
Except as requested in this announcement, do not include any additional documents, such as letters of recommendation, performance evaluations, work samples, etc. They will not be considered or returned. Applicants submitting paper applications must also complete an official BAAQMD application. Postmarks, faxes, and e-mails will not be accepted.
Supplemental Questionnaire Instructions:
Individuals who apply for this position must respond to each of the supplemental questions. Online applications must be received by the Human Resources Office no later than the time and date specified in the vacancy announcement. The responses to the supplemental application questions will be used in accordance with the procedures indicated under the Selection Criteria in the vacancy announcement.
Limit your responses to one page per question. Do not combine your responses, or reference your application, resume, or any other requested documentation that you have included with your application packet to answer a question. Please be advised that the information you provide will be evaluated ‘as is‘ and incomplete or illegible applications will likely receive lower ratings. Therefore, it is very important to provide a concise, organized, and easy to follow response to each question.
You must provide the following for each question regarding experience: The name of the employer where you gained your experience, your job title, length of time in years/months performing the specific function, and detailed examples that illustrate your duties and responsibilities.
Selection Criteria:
Selection may be based upon a competitive examination consisting of a written exercise, interview, or combination of the two. Depending on the number of qualified applicants, an application screening and/or panel interview may be used to determine the most qualified applicants. If a panel interview is utilized it will be weighted 100%, and it may include a work exercise that will be scored as a percentage of the total score.
The District may hire from this recruitment process to fill future vacancies occurring within the next 18 months.
Updates regarding your status in the recruitment will be sent via email, unless you indicate a different preference on your application.
Persons with disabilities who may require reasonable accommodations during the application and/or selection process should notify the Human Resources Office at .
The District is an Equal Opportunity Employer.
