Description

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 accepting applications for the position of Administrative Assistant I/II in the Community Engagement Division. This is an open recruitment for one (1) vacancy which is a full-time, represented position.

DEFINITION:

Under general supervision, performs a variety of administrative, secretarial, and office support duties of moderate complexity requiring thorough knowledge of the department, its procedures, and operational details; provides administrative support to management and departmental staff; composes and prepares correspondence using professional judgment in content and style; performs skilled word processing, data entry, and typing; provides information to the public and staff; provides assistance for a wide variety of assignments related to contracts, research projects, and department programs; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

The Administrative Assistant I is the entry-level class in the Administrative Assistant series that allows the incumbent to develop journey-level knowledge and abilities. Initially, incumbents perform the more routine and less complex assignments within an established procedural framework. This classification is alternatively staffed at the Administrative Assistant II level and incumbents may advance to the higher level after gaining experience and demonstrating a level of proficiency that meets the qualifications of the higher-level class. Positions at this level usually perform most of the duties required of the positions at the II level, but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Exceptions or changes in procedures are explained in detail as they arise. The incumbent receives general supervision from assigned supervisory and management personnel and exercises no supervision of staff.

The Administrative Assistant II is the journey-level class in the Administrative Assistant series in which incumbents are expected to independently perform the full scope of administrative, secretarial, and office support duties. Positions at this level are distinguished from the I level by the performance of the full range of duties as assigned, working independently, and exercising more independent judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. The incumbent receives general supervision from assigned supervisory and management personnel and may exercise functional and technical direction over staff classified as Administrative Assistant 1.

About the Position
Under direction from management, an Administrative Assistant assists in a number of administrative functions, including but not limited to: assisting the Division Director and Community Engagement staff with scheduling; processing invoices and reimbursement requests; tracking budget spend down and updating budget spreadsheets; notetaking during meetings; supporting the processing and tracking of contracts; interaction with community advocates and members of the public; organizing and providing logistics for virtual, in-person, and hybrid meetings and workshops; and saving and maintaining files.

Examples of Duties for this Position

EXAMPLES OF DUTIES (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

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.

May assist with the development and administration of the annual budget; may prepare or maintain statistical, fiscal, budget, or payroll information.

Provides administrative coordination of contracts; initiates correspondence for sponsorships and contracts, tracks cost schedules, obtains approvals and reviews finished materials for completeness.

Prepares administrative documents including purchase requests, budget transfers, and travel requests.

Schedules and arranges meetings; arranges rooms, prepares agendas and summarizes meeting results as required; may take minutes at meetings, hearings and similar situations.

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.

Assists with the administration of projects and/or programs as assigned by management staff; provides assistance to staff in various research and projects; follows up on projects, transmits information, and keeps informed of unit activities.

May plan, schedule and assign office support work or provide lead or project direction to office support staff; may instruct staff in work procedures and review work for formatting, accuracy and consistency.

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.

Maintains and restocks copy room, retrieves supplies and places special orders.

Types drafts and a wide variety of documents; may use word processing equipment and input or retrieve data or prepare reports using an on-line or personal computer system.
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.

QUALIFICATIONS

Knowledge of:

Business arithmetic, including percentages and decimals.

Correct English usage, including spelling, grammar, punctuation and vocabulary.

Organizing and maintaining accurate records and files.

Policies and procedures related to the section and division to which assigned.

Record keeping principles and practices.

Processing of applications and notifications related to the section and division to which assigned.

Standard office administrative and secretarial practices and procedures, including filing and business letter writing.

The operation of standard office equipment and software applications, including desktop computers, word processing, spreadsheet applications, presentation software, Adobe Acrobat, and engineering and permitting applications and systems.

In addition to above, Administrative Assistant II’s:
Basic principles and practices of providing work direction to others.

Skill in: Composing correspondence independently or from brief instructions.

Coordinating meetings and logistics for staff, at times acting as liaison between divisions

Tracking cost schedules for contracts/sponsorships

Establishing and maintaining effective working relationships with those contacted in the course of the work.

Making arithmetic calculations with speed and accuracy.

Operating standard office equipment, including a word processor, personal or on-line computer, and multi-line telephone equipment.

Organizing and maintaining accurate records and files.

Organizing work, setting priorities, meeting critical deadlines, and following up on assignments.

Providing varied secretarial and office administrative assistance to managerial and professional staff.

Understanding and carrying out oral and written directions

Using initiative and independent judgement within established guidelines.

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 & Selection Criteria

Interested individuals must submit a completed BAAQMD application, chronological resume, and responses to the supplemental questions no later than 5:00 p.m. on Friday, May 05, 2023. Applications are accepted online only. 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.

Supplemental Questionnaire Instructions:
Individuals who apply for this position must respond to each of the supplemental questions. The responses to the supplemental application questions will be used in accordance with the procedures indicated under the Selection Criteria in the vacancy announcement. Your responses should be as detailed as possible.

Instructions:

• Please 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.
• For each question regarding experience, you must provide: 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.

Please be advised that the information you provide will be evaluated "as is" and incomplete applications will likely receive lower ratings. Therefore, it is very important to provide a concise, organized, and easy to follow response to each question.

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.

The Air 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 (415) 749-4980.

The Air District is an Equal Opportunity Employer.