Board Aide – U – Administrative Assistant

About the Role

The Office of Supervisor Sylvia Arenas is recruiting for an Administrative Assistant position. The position serves as administration personnel in support of an elected official. The position will coordinate administrative and general office efforts for the District 1 office.

Typical Tasks

Responsibilities for the position may include, but are not limited to, the following:

• Verbal and written professional communication skills to express oneself clearly and concisely orally and in writing
• Standard principles of organization and administration
• Report-writing techniques, principles of editing, English usage, spelling, grammar, punctuation, office practices, and procedures
• Operation of standard office equipment and navigate computer software programs, including but not limited to CRM and financial software
• Problem-solve and exercise independent judgement and initiative regarding administrative matters
• Handling of sensitive and confidential information
• Interpret and apply instructions, rules, and policies
• Establish and maintain effective working relations with a wide spectrum of employees, officials, and the public

Employment Standards

Education and Experience: Completion of Associates Degree or completion of Professional Administrative Certification of Excellence credential.

Required Licensing: Possession of a valid California Driver's license is required.

Employment Eligibility: Federal law requires all employees to provide verification of their eligibility to work in this country.

Desirable Experience, Knowledge, and Skills

• Demonstrates knowledge of and experience with applicable professional/technical principles and practices
• Demonstrates strong writing, editing, proofreading, and grammar skills
• Effectively conveys information and expresses thoughts and facts clearly, orally and in writing; demonstrates professionalism and effective use of listening skills
• Experienced with common business computer applications including but not limited to: MS Outlook, MS Word, MS PowerPoint, MS Access, and MS Excel
• Develops effective relationships with co-workers and the Supervisor by helping others accomplish tasks and using collaboration and conflict resolution
• Communicates an understanding of the constituent concerns, needs, and interests; identifies and communicates the Supervisor's shared interests and goals; demonstrates compassion and behaves in an appropriate manner
• Makes effective proposals and achieves desired results in the midst of major changes in responsibilities, work processes, timeframes, performance expectations, organizational culture, or work environment
• Exhibits resourceful behaviors toward meeting job objectives; anticipates problems, is proactive, and avoids difficulties by planning ahead; displays willingness to assume extra responsibility and challenges; pursues professional development opportunities that promote job
• Completes quality work assignments in a timely and efficient manner with great responsiveness; fulfills responsibilities and maintains confidentiality as appropriate
• Ability to complete work assignments in a quick and efficient manner with minimal assistance from others, to work in a team environment with other staff members in an office and in the field
• Ability to handle multiple tasks in a fast-paced work environment with changing priorities and deadlines
• Ability to carry out and promote the Supervisor's agenda and direction regardless of personal philosophies
• Knowledge and ability to write complex letters, memoranda, and reports; proficiency in developing public information such as brochures and flyers
• Knowledge of online tools such as Google Analytics, Google Drive, Google AdWords and/or other online tools
• Proficiency in software applications, such as Microsoft Suite: MS Word, Excel, Publisher, Office, and PowerPoint
• Self-motivated, good organizational skills, detail-oriented, ability to prioritize, multi-task, and meet deadlines

Qualifications

• Education and/or experience in the fields of Administration and Communications is highly desirable
• Strong writing skills, communication skills, and computer proficiency with a firm grasp of professionalism, customer service, and organization are essential
• Ability to develop and maintain effective relations with constituents and organizations that contact our office with a positive and professional demeanor
• Bilingual language skills (Vietnamese, Spanish, and/or Chinese), both oral and written, are desirable, but not required
• Employees in this classification are not members of the classified civil service and appointment would be on a contract "at-will" basis and is for a specified period of time to be determined by the appointing Supervisor and/or Chief of Staff and does not extend past the end of the Supervisor's or appointing authority's term
• Candidates must be willing to work evenings and weekends on occasion, and as salaried employees, are not eligible for overtime compensation

Pay

The annual salary range for this position is $60,000 to $65,000, depending on the candidate's qualifications and experience.

Benefits

• Excellent medical, dental, and vision benefits
• Retirement benefits provided through CalPERS (the California Public Employees' Retirement System)
• Paid holidays, as well as vacation and sick leave