Office Assistant

Job Description:

Office Assistant

Description

SOUTH COAST AQMD AND JOB OVERVIEW

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 Office Assistant vacancies in various units within our agency. From this recruitment process, we expect to establish an eligible list from which current and future vacancies may be filled, during the 6-12 month life of the list.

ABOUT THE JOB:
Under general supervision, performs a variety of general office assistance and clerical support duties of moderate difficulty; operates automated office equipment; and does other work as required. This multi-position, journey-level class is the experienced, working-level class in the Office Assistant series. The class is characterized by the responsibility to perform a variety of general office assignments within a framework of established procedures and without close supervision. The class is further characterized by the responsibility to operate a variety of standard and automated office equipment. Incumbents assigned to this class typically perform one or more of the following responsibilities: filing and records management; document, application, permit and mail processing; and public contact that requires general explanation of rules, policies, and procedures specific to the area of assignment.

EXAMPLE OF DUTIES

The general Example of Duties for this classification are highlighted below, for full description of duties please refer to the job description linked here

• Types letters, reports, charts, tables, case records, vouchers, or similar documents using a typewriter or word-processing equipment from rough drafts, marginal notes, general instructions, or machine transcription; assembles information from various sources and arranges materials in proper format; proofreads finished copy to correct grammar, punctuation, and spelling.

• Performs a variety of office support work in field offices; may be responsible for opening office and preparing for daily business activities; occasionally performs a variety of special clerical assignments and projects at field offices; provides a variety of administrative/clerical support for field office staff.

• Operates data-entry terminals and microcomputers to enter, retrieve, and update data for a variety of computerized recordkeeping systems; selects correct format or program to be typed or keyed; enters data from a variety of standardized source documents; retrieves data after referencing a number of sources and verifies for accuracy and correct format.

• Processes a variety of documents, such as South Coast AQMD applications, forms, notices, complaints, etc., according to established policies and procedures; examines documents for completeness, accuracy, and compliance with division, South Coast AQMD, or other requirements; may contact South Coast AQMD staff or representatives of other agencies to verify or clarify source document data; refers difficult or technical inquiries to other staff; maintains Computer-Aided Retrieval Systems; prepares documents for microfiching and long-term storage; assists South Coast AQMD staff in using Computer-Aided Retrieval Systems and microfiche equipment.

• Files documents in alphabetical, numerical, chronological and subject matter order; prepares, arranges, indexes, cross files and maintains computerized and manual records, logs, rosters and registers; compiles data for general information purposes and individual requests for special reports and projects by extracting and/or tabulating information from a variety of sources predetermined forms or procedures.

• Answers telephone, routes incoming calls, addresses walk-in inquiries, and schedules appointments; directs individuals to appropriate offices and South Coast AQMD staff; provides general information or explains South Coast AQMD rules, policies, and procedures to South Coast AQMD staff and the public; may assist the public and others in the preparation and filing of various South Coast AQMD applications or forms.

• Compares, processes, or maintains a variety of reports and documents, such as purchase orders, receipt slips, petty cash expenditures, statistical reports, and others to check for arithmetical accuracy and general completeness; may maintain petty cash fund, employee attendance, and payroll-related records.

• Composes memoranda or letters; may answer correspondence requiring the selection of information or data necessary to formulate the reply.

• Maintains general office supplies and reviews requisition forms to ensure receipt of ordered supplies; prepares supply requisition forms based on office needs; receives or refers office equipment repair requests to appropriate South Coast AQMD staff or vendor; may maintain duplicating equipment or supplies.

• Receives, opens, and time stamps mail; sorts and logs correspondence; may deliver and pick up various materials, stuff envelopes, and assemble packages for mailing.

• May receive and dispatch calls, on two-way radio, to South Coast AQMD field personnel to report complaints or breakdowns.

• May provide a variety of basic, administrative support duties for management and supervisory personnel, as required.

MINIMUM AND DESIRABLE QUALIFICATIONS

DESIRABLE QUALIFICATIONS:
In addition to the Minimum Qualifications that follow, the most competitive candidates will possess:

• At least two years of journey-level experience, performing a variety of clerical support duties.
• Experience working for a government agency or public organization.
• Excellent customer service skills.
• Experience providing clerical support to a large staff, reporting to multiple supervisors.
• Experience working in a fast-paced department, juggling competing priorities and deadlines.
• Strong data entry experience and skills.
• Experience updating/maintaining web pages is a plus.

MINIMUM QUALIFICATIONS:

SKILL: Type 30 net words per minute. (The typing certificate must be attached to the application. Please click here to review typing certificate requirements. )

EITHER -I-

EXPERIENCE: One year performing a variety of clerical duties.

OR -II-

EDUCATION / TRAINING: Completion of 18 semester or 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 areas.

KNOWLEDGE OF: Modern office and recordkeeping practices, including alphabetical, numerical, chronological, and subject matter filing procedures; correct spelling, grammar, and punctuation in order to prepare routine correspondence; standard office machines and automated office equipment, including calculators, data-entry terminals, word processing equipment, and microcomputers.

ABILITY TO: Learn and apply policies, regulations, and procedures specific to the area of assignment; read, understand, and follow instructions or procedural guides; sort, classify, compile, and verify data, and make accurate arithmetical computations; operate a variety of automated office equipment; maintain logs, registers, and records, including computerized filing systems; effectively communicate with the public, SCAQMD employees, and others to obtain and transmit information; understand and follow verbal and written instructions; establish and maintain effective working relationships with SCAQMD personnel and others contacted in the course of work.

OTHER IMPORTANT INFORMATION

APPLICATION PACKETS MUST INCLUDE:
A typing certificate. The typing certificate must be attached to the application. Please click here to review typing certificate requirements.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 an South Coast AQMD employee.Up to four references which include the names and phone numbers of your present and past supervisor or managers, or persons for who you have directly provided services, not peers .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. Please limit your responses to no more than one page per answer.If you claim education on your application, an unofficial copy of your transcripts, documenting all qualifying education and/or occupational training 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.

THE SELECTION PROCESS:
Application packets and supplemental questionnaire will be carefully reviewed, and only those candidates with the most competitive and/or directly transferable experience will be invited to the next step in the process, which is expected to be performance-based computer skills testing for Basic Microsoft Word Exam

Following the computer skills test, the most competitive candidates will be invited to a written multiple-choice examination.

Performance in the above skills and written exam testing are 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.

( Please note that the written exam and computer testing may be conducted remotely).

Prior to placement on the eligible list, candidates will be required to arrange for original, official transcripts to be sent directly from their college/university to South Coast AQMD, documenting all education claimed on their application.

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.

Important note for potential candidates who do not have the continued and unrestricted right to work full time in the United States: If you currently, or will in the future, require sponsorship (i.e., H1-B Visa) in order to maintain your right to work in the United States, please be aware that this position is not eligible for visa sponsorship.

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.

If you have any questions regarding this recruitment, please contact the Human Resources Department at (909) 396-2800.

OFFICE CLERICAL & MAINTENANCE EMPLOYEE BENEFIT OVERVIEW

BENEFIT

DESCRIPTION

Monthly Benefit Allotment

$1,912.00, to purchase medical, dental, and life insurance, with unused portion paid to you as cash. Insurance coverage becomes effective on the first of themonth following completion of 30 days of continuous service. Dependent children may be covered to age 26 on medical, dental and vision plans.

Medical Health Plans

Blue Shield PPO

Blue Shield PPO Savings Plus 2250 (High Deductible Plan)

Blue Shield HMO

Kaiser HMO

Kaiser HSA HMO 1500 (High Deductible Plan)

Dental Plans

Delta Dental PPO (without orthodontic benefits)

Delta Dental PPO (with orthodontic benefits for children only)

DeltaCare (PMI) Dental

Vision Plan

EyeMed - Optional

Life Insurance

$10,000 Term Life Insurance

(Optional additional life insurance, paid by you, at 1X, 2X, or 3X your salary)

Employee Assistance Program (EAP)

Claremont EAP, powered by Uprise Health. EAP benefits are available to all employees and their families at no cost to you. EAP offers confidential advice, support and practical solutions to real-life issues. Services available: confidential therapy, 24-hour crisis help and online peer support groups.

Accidental Death & Dismemberment

Optional

Section 125

Optional Plans (Medical Reimbursement; Dependent Care)

Work Schedule

Four 10-hour days, Tuesday through Friday

Vacation

80 hours per year, increasing to 120 after five years

Holidays

13 paid holidays per year

Sick Leave

100 hours per year

Other Leaves

Bereavement; Jury Duty; Military; Witness

Tuition Reimbursement

Reimbursed up to $5,000 per year

Deferred Compensation (457 Plan)

Optional (Employee may contribute up to the IRS maximum). South Coast AQMD matches, dollar for dollar up to $300 per year for the regular plan.

Retirement

2.5% @ 67 defined benefit plan - Applies to employees hired on or after January 1, 2013 who, at time of hire, were not members of the San Bernardino County Employees' Retirement Association (SBCERA) or another public employee retirement system through which reciprocity may be established.

2.0% @ 55 defined benefit plan - Applies to employees who, prior to January 1, 2013, were active members of SBCERA or another public employee retirement system through which reciprocity may be established.

Employees pay only the Medicare portion of Social Security.

01/01/2024

Closing Date/Time: 5/13/2025 11:59 PM Pacific

Salary:

$42,974.16 - $59,632.72 Annually