Cal State University (CSU) Fresno
5241 N Maple Ave, Fresno, CA 93740, USA
Executive Assistant to the Vice President of Administration/CFO (Administrative Analyst/Specialist - Exempt I) Compensation and Benefits Anticipated Hiring Salary Range: $5,000 - $6,000 per month Full CSU Classification Salary Range: $4,598 - $8,318 per month This is a full-time, probationary, exempt position. The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here . Job Summary The Executive Assistant to the Vice President for Administration and Chief Financial Officer provides executive support to the VPA/CFO and supports strategic initiatives and special projects for the Office of the VPA/CFO and Division of Administration and Finance. This position is responsible for administrative support functions for the California State University, Fresno Athletic Corporation Governing Board including all standing committees. Work is performed under general direction and general supervision. In the execution of assigned work, the incumbent may be delegated the authority to communicate with other key constituents on behalf of the VPA/CFO. Key Qualifications Knowledge of: General knowledge and skills in office administrative support functions, with a foundational knowledge of public administration principles, practices, and methods. Computer office systems and ability to use a broad range of technology, systems, and software packages. Skill/Ability to: Take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved. Demonstrated ability to effectively interpret, organize, and present information and ideas in written and presentation form. Administrative work experience involving research, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices or programs. Excellent analytical skills to address problems using reasoning and the interpretation and application of theories and principles to develop and recommend alternatives and best courses of action. Create, analyze and evaluate program information and provide data for review in developing and implementing strategies to enhance processes to meet programmatic goals. Excellent written and verbal communication skills working with audiences throughout various levels of an organization from individual contributors to executive leadership. Excellent organizational skills with attention to detail. Excellent interpersonal skills with ability to work collaboratively and effectively with a diverse faculty, staff and student population; promote a positive, service oriented collegial work environment; establish and maintain effective working relationships with a variety of individuals. Proven experience prioritizing and organizing tasks and projects, including handling multiple priorities. Proven experience creating detailed action plans and executing while meeting or exceeding deadlines. Proven ability to maintain effective working relationships and effective collaboration with others. Proven experience leading special projects and initiatives with university-wide or organizational-wide scope. Demonstrated ability to use considerable judgment, integrity and discretion including dealing appropriately with confidential information and sensitive matters. Ability to take initiative and independently plan, organize, coordinate and perform work in various situations where numerous and diverse demands are involved. Expertise in problem solving; researching and analyzing problems with a broad administrative impact; Ability to anticipate problems and address them proactively. Demonstrated ability to effectively interpret, organize and present information and/or ideas in written or presentation form to management, public groups and/or Governing Boards/Bodies. Skilled at performing standard business math, tracking financial data, making projections and recommendations. To view the full list of qualifications and job responsibilities, please click the Position Description button above. Education and Experience Bachelor's degree from an accredited college or university and/or equivalent training and administrative work experience. Two years of experience providing high-level administrative support to an Executive, Vice President, or Dean in a large, complex department or organization. Preferred Knowledge and Skills: Prior experience in providing support to boards and standing committees. Advanced knowledge and skill with Microsoft Office and Google Suite; proficient user of business-related email and calendaring. Proficiency with online and cloud-based collaboration tools. Department Summary The Division of Administration and Finance is a diverse, collaborative team that provides responsive and exemplary services and stewardship of university assets and resources. Deadline & Application Instructions Applications received by September 8, 2024 will be given full consideration by the search committee. Applications received after that date will be forwarded at the request of the Hiring Manager and/or search committee. Please click “Apply Now” to complete the employment application for California State University, Fresno. Interested applicants must complete the application and attach the following: 1) their most recent resumé/vitae, 2) a cover letter that addresses their specific qualifications and interest, and 3) contact information for three professional references. Fresno State California State University, Fresno is one of 23 campuses in the California State University System. The University's mission is to boldly educate and empower students for success through our values of Discovery, Diversity and Distinction. The current student population is more than 25,000, including a large percentage of students with diverse and culturally rich backgrounds. The University serves the San Joaquin Valley while maintaining deep involvement with the state, nation, and across the globe. Metropolitan Fresno, with a multi-ethnic population of over 527,000, is located in the heart of the San Joaquin Valley. The campus is within driving distance of Yosemite, Kings Canyon and Sequoia National Parks, San Francisco, Los Angeles, the Monterey Peninsula, beaches, sailing, lakes, and numerous ski resorts. Fresno boasts one of the most reasonable housing markets in California and offers a wide array of locally grown fruits and produce. Equal Employment Opportunity Information California State University, Fresno is committed to maintaining and implementing employment policies and procedures in compliance with applicable state and federal equal employment opportunity laws and regulations. Executive Orders 1096 and 1097 prohibit discrimination, harassment, and retaliation on the basis of a protected status: race, color, religion, national origin, ancestry, age, sex (including gender identity), sexual orientation, marital status, pregnancy, mental disability, physical disability, medical condition and covered veteran status. Fresno State's commitment to diversity informs our efforts in recruitment, hiring, and retention. We are proud to be an affirmative action and equal opportunity employer. COVID19 Vaccination Policy Per the CSU COVID-19 Vaccination Policy , it is strongly recommended that all employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications. Questions may be sent to hr@csufresno.edu . Supplemental Information Following a conditional offer of employment, a background check (including a criminal records check) must be completed satisfactorily before any candidate may start work with California State University, Fresno. Failure to satisfactorily complete the background check may result in the withdrawal of the offer of employment. Current employees who are offered positions on campus will be required to undergo a background check for any position where a background check is required by law or that Fresno State has identified as sensitive. The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. This position may be a "designated position" under the California State University's Conflict of Interest Code. This will require the filing of a Statement of Economic Interest on an annual basis and the completion of training within six (6) months of assuming office and every two (2) years thereafter. Fresno State is a tobacco-free, smoke-free and vapor-free campus. Fresno State is not a sponsoring agency for staff or management positions. (e.g. H1-B Visas) Advertised: Aug 23 2024 Pacific Daylight Time Applications close: Closing Date/Time:
Aug 24, 2024
Executive Assistant to the Vice President of Administration/CFO (Administrative Analyst/Specialist - Exempt I) Compensation and Benefits Anticipated Hiring Salary Range: $5,000 - $6,000 per month Full CSU Classification Salary Range: $4,598 - $8,318 per month This is a full-time, probationary, exempt position. The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here . Job Summary The Executive Assistant to the Vice President for Administration and Chief Financial Officer provides executive support to the VPA/CFO and supports strategic initiatives and special projects for the Office of the VPA/CFO and Division of Administration and Finance. This position is responsible for administrative support functions for the California State University, Fresno Athletic Corporation Governing Board including all standing committees. Work is performed under general direction and general supervision. In the execution of assigned work, the incumbent may be delegated the authority to communicate with other key constituents on behalf of the VPA/CFO. Key Qualifications Knowledge of: General knowledge and skills in office administrative support functions, with a foundational knowledge of public administration principles, practices, and methods. Computer office systems and ability to use a broad range of technology, systems, and software packages. Skill/Ability to: Take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved. Demonstrated ability to effectively interpret, organize, and present information and ideas in written and presentation form. Administrative work experience involving research, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices or programs. Excellent analytical skills to address problems using reasoning and the interpretation and application of theories and principles to develop and recommend alternatives and best courses of action. Create, analyze and evaluate program information and provide data for review in developing and implementing strategies to enhance processes to meet programmatic goals. Excellent written and verbal communication skills working with audiences throughout various levels of an organization from individual contributors to executive leadership. Excellent organizational skills with attention to detail. Excellent interpersonal skills with ability to work collaboratively and effectively with a diverse faculty, staff and student population; promote a positive, service oriented collegial work environment; establish and maintain effective working relationships with a variety of individuals. Proven experience prioritizing and organizing tasks and projects, including handling multiple priorities. Proven experience creating detailed action plans and executing while meeting or exceeding deadlines. Proven ability to maintain effective working relationships and effective collaboration with others. Proven experience leading special projects and initiatives with university-wide or organizational-wide scope. Demonstrated ability to use considerable judgment, integrity and discretion including dealing appropriately with confidential information and sensitive matters. Ability to take initiative and independently plan, organize, coordinate and perform work in various situations where numerous and diverse demands are involved. Expertise in problem solving; researching and analyzing problems with a broad administrative impact; Ability to anticipate problems and address them proactively. Demonstrated ability to effectively interpret, organize and present information and/or ideas in written or presentation form to management, public groups and/or Governing Boards/Bodies. Skilled at performing standard business math, tracking financial data, making projections and recommendations. To view the full list of qualifications and job responsibilities, please click the Position Description button above. Education and Experience Bachelor's degree from an accredited college or university and/or equivalent training and administrative work experience. Two years of experience providing high-level administrative support to an Executive, Vice President, or Dean in a large, complex department or organization. Preferred Knowledge and Skills: Prior experience in providing support to boards and standing committees. Advanced knowledge and skill with Microsoft Office and Google Suite; proficient user of business-related email and calendaring. Proficiency with online and cloud-based collaboration tools. Department Summary The Division of Administration and Finance is a diverse, collaborative team that provides responsive and exemplary services and stewardship of university assets and resources. Deadline & Application Instructions Applications received by September 8, 2024 will be given full consideration by the search committee. Applications received after that date will be forwarded at the request of the Hiring Manager and/or search committee. Please click “Apply Now” to complete the employment application for California State University, Fresno. Interested applicants must complete the application and attach the following: 1) their most recent resumé/vitae, 2) a cover letter that addresses their specific qualifications and interest, and 3) contact information for three professional references. Fresno State California State University, Fresno is one of 23 campuses in the California State University System. The University's mission is to boldly educate and empower students for success through our values of Discovery, Diversity and Distinction. The current student population is more than 25,000, including a large percentage of students with diverse and culturally rich backgrounds. The University serves the San Joaquin Valley while maintaining deep involvement with the state, nation, and across the globe. Metropolitan Fresno, with a multi-ethnic population of over 527,000, is located in the heart of the San Joaquin Valley. The campus is within driving distance of Yosemite, Kings Canyon and Sequoia National Parks, San Francisco, Los Angeles, the Monterey Peninsula, beaches, sailing, lakes, and numerous ski resorts. Fresno boasts one of the most reasonable housing markets in California and offers a wide array of locally grown fruits and produce. Equal Employment Opportunity Information California State University, Fresno is committed to maintaining and implementing employment policies and procedures in compliance with applicable state and federal equal employment opportunity laws and regulations. Executive Orders 1096 and 1097 prohibit discrimination, harassment, and retaliation on the basis of a protected status: race, color, religion, national origin, ancestry, age, sex (including gender identity), sexual orientation, marital status, pregnancy, mental disability, physical disability, medical condition and covered veteran status. Fresno State's commitment to diversity informs our efforts in recruitment, hiring, and retention. We are proud to be an affirmative action and equal opportunity employer. COVID19 Vaccination Policy Per the CSU COVID-19 Vaccination Policy , it is strongly recommended that all employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications. Questions may be sent to hr@csufresno.edu . Supplemental Information Following a conditional offer of employment, a background check (including a criminal records check) must be completed satisfactorily before any candidate may start work with California State University, Fresno. Failure to satisfactorily complete the background check may result in the withdrawal of the offer of employment. Current employees who are offered positions on campus will be required to undergo a background check for any position where a background check is required by law or that Fresno State has identified as sensitive. The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. This position may be a "designated position" under the California State University's Conflict of Interest Code. This will require the filing of a Statement of Economic Interest on an annual basis and the completion of training within six (6) months of assuming office and every two (2) years thereafter. Fresno State is a tobacco-free, smoke-free and vapor-free campus. Fresno State is not a sponsoring agency for staff or management positions. (e.g. H1-B Visas) Advertised: Aug 23 2024 Pacific Daylight Time Applications close: Closing Date/Time:
California Polytechnic State University
1 Grand Avenue, San Luis Obispo, CA 93407, USA
Job Summary Reporting to the senior vice provost for Academic Affairs (SVP) and with a dotted line to the associate vice president for Academic Resources and Planning (AVP), the executive assistant for Academic Affairs provides executive-level administrative and professional support to the SVP and AVP. The executive assistant is a strategic team member who manages the administrative functions and provides specialized technical, analytical, and administrative duties for senior leadership in the division of academic affairs. The incumbent conducts analyses and prepares sensitive and complex materials and reports, correspondence, and briefing packets to support the daily requirements of senior leadership for Academic Affairs. This position will represent the senior leadership as needed with respect to meetings and consultation and participate as a member of taskforces and projects centered around key initiatives. This position is also responsible for facilitating, tracking, and coordinating submittal of highly sensitive and confidential annual and ad hoc reports. In addition, the position provides high-level administrative and executive support to divisional and university level projects, strategic initiatives, taskforces, and committees. This position will have ongoing contact with office of the president, the office of the provost and executive vice president (provost/EVP), vice presidents, vice provosts, associate provosts, deans, other university administrators and committees, and the Chancellor’s Office, in addition to students, faculty, staff, service providers, and the public. Work is specialized and of a sensitive and confidential nature requiring access to a variety of sources of information, including but not limited to, official collective bargaining negotiations or strategies, executive personnel matters, Civil Rights & Compliance Office investigations, legal matters, and progress reports of campus programs and projects. This position requires the full awareness of the senior vice provost and associate vice president’s priorities and in-depth knowledge of the functions of academic affairs leadership as related to overall campus environment and the division of Academic Affairs. Department Summary The provost and executive vice president (provost and EVP) for Academic Affairs is the chief academic officer of the university, is the most senior among the vice presidents, and reports directly to the president. The provost and EVP serves as acting president in the absence of the president. As the highest ranking academic, the provost and EVP is responsible for developing and implementing academic plans and policies, which will enable the university community to achieve the highest levels of academic excellence. The provost and EVP serves on the President’s Cabinet and works collaboratively with the leaders of other university divisions to promote academic excellence, execute the university strategic plan, and determine where resources should be strategically allocated and invested. The college deans, Academic Affairs’ division leadership, the vice president for Research, Economic Development, and Graduate Education (R-EDGE), the vice president for Strategic Enrollment Management (SEM) report to the provost and EVP. The vice president for University Personnel and the associate vice provost for Academic Personnel have a dotted line report to the provost and EVP. The provost and EVP also represents the campus within the CSU and to external constituencies as designated by the president. The Office of the Provost staff supports the vision of the provost and EVP, the university, and the Learn by Doing experience. Key Qualifications Independently assess requests and provide a full range of executive administrative support and coordination to the senior vice provost (SVP) and associate vice president for academic resources and planning (AVP) including, but not limited to: handling sensitive information; sourcing information; preparing and assembling briefing and meeting background materials; drafting correspondence; providing project summaries, overviews and recommendations for future plans of action; interpreting policies and procedures as necessary; meeting documentation; travel coordination; and calendar management and scheduling. Coordinate all elements of the SVP and AVP calendars including monitoring and reviewing meeting requests, resolving scheduling conflicts, establishing appointment priorities, scheduling appointments, and preparing daily schedules. Schedule meetings on behalf of and for the SVP and AVP by strategically prioritizing time. Provide information and materials for the SVP and AVP to participate in both planned and impromptu meetings, phone calls, university communications, and events. Arrange and confirm travel, prepare, and process travel approvals, travel claims, track reimbursements, prepare itineraries, and provide meeting materials, maps, and directions. Assess the relative significance of day-to-day events, correspondence, phone calls and inquiries. Evaluate priorities and disseminate information from the SVP and AVP to others. Provide necessary requests to the SVP and AVP. Refer other requests to more appropriate individuals and offices as needed. Ensure appropriate coordination, tracking, and response for agenda requests and action items that arise from meetings attended by the SVP and AVP (e.g., university committees and divisional meetings, taskforces and working groups, etc.). Assist with long-range strategic planning, analytical studies, research, taskforces, strategic partnering on initiatives and division-level projects. (e.g., year-round operations, community college partnerships, allied health, etc.). Provide high-level administrative and executive support for divisional and university level projects, strategic initiatives, taskforces, workforces, and committees. Manage the coordination of special projects and initiatives including request for proposals, event planning, synthesizing information, and logistics coordination. Process and track sensitive and highly confidential documentation from a variety of sources including that which relates to official collective bargaining negotiations or strategy, executive personnel matters, MPP performance evaluations, Civil Rights & Compliance Office investigations, and confidential initiatives. Facilitate, track, and coordinate submittal of sensitive and confidential annual and ad hoc reports requiring provost/EVP, vice provost/president level approval (e.g., CSU Chancellor’s Office Memoranda regarding reports, audits, and requests for data/information, etc.). Provide high-level administrative support to the SVP and AVP regarding university matters of a highly confidential nature, often regarding emergencies or information that are time-sensitive, requiring the highest level of confidentiality. Provide support for special events and projects for the SVP and AVP, including development of meeting agendas, management of meeting coordination, preparation, and distribution of meeting materials. Attend on-site and off-site meetings, as needed. Receive and interpret new or updated rules, regulations, CSU collective bargaining agreements, Chancellors’ Office directives and coded memorandum, and federal and state laws and guidelines. Evaluate the impact of changes on current department and division policies and procedures. Coordinate and oversee the notification and implementation of these changes. Communicate and interact effectively with executives, vice presidents, vice provosts, deans, and constituency groups in addition to students, faculty, staff, alumni, and the public. Foster a culture of service excellence and serve as a role model and mentor to motivate staff to improve quality and responsiveness to services. Education and Experience Equivalent to graduation from a four-year college or university and three years of progressively responsible administrative experience. A graduate degree may be substituted for one year of the required experience. Additional qualifying experience may be substituted for the required education on a year-for-year basis. Salary and Benefits The anticipated hiring range for this role is $75,000-$90,000 annually. Note that the offer is calculated based on the background and relevant years of experience of the individual selected. Cal Poly offers a best-in-class benefits program, including health, dental and vision insurance, retirement participation in the Public Employees' Retirement System, and educational benefits for eligible employees. See our benefits website for additional information. Cal Poly Cal Poly is a nationally-ranked public university located in San Luis Obispo, California, and known for its Learn by Doing philosophy. Each year more than 20,000 top-tier students come to San Luis Obispo to put knowledge into action, taking their learning outside the classroom as they prepare for careers in engineering, agriculture, science, business, humanities and the built environment. Cal Poly’s hands-on philosophy, small class sizes and close student-faculty mentorships result in graduates ready from day one to impact their communities, California and the world. For more information, visit calpoly.edu . Diversity Statement At Cal Poly, we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. Bringing people together from different backgrounds, experiences and value systems fosters the innovative and creative thinking that exemplifies Cal Poly's values of free inquiry, cultural and intellectual diversity, mutual respect, civic engagement, and social and environmental responsibility. Cal Poly's commitment to diversity informs our efforts in recruitment, hiring and retention. Cal Poly is an equal opportunity employer. Supplemental Information Following a conditional offer of employment, a background check (including a criminal records check) must be completed satisfactorily before any candidate may start work with Cal Poly. Failure to satisfactorily complete the background check may result in the withdrawal of the offer of employment. Current employees who are offered positions on campus will be required to undergo a background check for any position where a background check is required by law or that Cal Poly has designated as sensitive. The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Cal Poly, San Luis Obispo is not a sponsoring agency for staff positions (i.e. H-1B visas). Advertised: Aug 21 2024 Pacific Daylight Time Applications close: Closing Date/Time:
Aug 22, 2024
Job Summary Reporting to the senior vice provost for Academic Affairs (SVP) and with a dotted line to the associate vice president for Academic Resources and Planning (AVP), the executive assistant for Academic Affairs provides executive-level administrative and professional support to the SVP and AVP. The executive assistant is a strategic team member who manages the administrative functions and provides specialized technical, analytical, and administrative duties for senior leadership in the division of academic affairs. The incumbent conducts analyses and prepares sensitive and complex materials and reports, correspondence, and briefing packets to support the daily requirements of senior leadership for Academic Affairs. This position will represent the senior leadership as needed with respect to meetings and consultation and participate as a member of taskforces and projects centered around key initiatives. This position is also responsible for facilitating, tracking, and coordinating submittal of highly sensitive and confidential annual and ad hoc reports. In addition, the position provides high-level administrative and executive support to divisional and university level projects, strategic initiatives, taskforces, and committees. This position will have ongoing contact with office of the president, the office of the provost and executive vice president (provost/EVP), vice presidents, vice provosts, associate provosts, deans, other university administrators and committees, and the Chancellor’s Office, in addition to students, faculty, staff, service providers, and the public. Work is specialized and of a sensitive and confidential nature requiring access to a variety of sources of information, including but not limited to, official collective bargaining negotiations or strategies, executive personnel matters, Civil Rights & Compliance Office investigations, legal matters, and progress reports of campus programs and projects. This position requires the full awareness of the senior vice provost and associate vice president’s priorities and in-depth knowledge of the functions of academic affairs leadership as related to overall campus environment and the division of Academic Affairs. Department Summary The provost and executive vice president (provost and EVP) for Academic Affairs is the chief academic officer of the university, is the most senior among the vice presidents, and reports directly to the president. The provost and EVP serves as acting president in the absence of the president. As the highest ranking academic, the provost and EVP is responsible for developing and implementing academic plans and policies, which will enable the university community to achieve the highest levels of academic excellence. The provost and EVP serves on the President’s Cabinet and works collaboratively with the leaders of other university divisions to promote academic excellence, execute the university strategic plan, and determine where resources should be strategically allocated and invested. The college deans, Academic Affairs’ division leadership, the vice president for Research, Economic Development, and Graduate Education (R-EDGE), the vice president for Strategic Enrollment Management (SEM) report to the provost and EVP. The vice president for University Personnel and the associate vice provost for Academic Personnel have a dotted line report to the provost and EVP. The provost and EVP also represents the campus within the CSU and to external constituencies as designated by the president. The Office of the Provost staff supports the vision of the provost and EVP, the university, and the Learn by Doing experience. Key Qualifications Independently assess requests and provide a full range of executive administrative support and coordination to the senior vice provost (SVP) and associate vice president for academic resources and planning (AVP) including, but not limited to: handling sensitive information; sourcing information; preparing and assembling briefing and meeting background materials; drafting correspondence; providing project summaries, overviews and recommendations for future plans of action; interpreting policies and procedures as necessary; meeting documentation; travel coordination; and calendar management and scheduling. Coordinate all elements of the SVP and AVP calendars including monitoring and reviewing meeting requests, resolving scheduling conflicts, establishing appointment priorities, scheduling appointments, and preparing daily schedules. Schedule meetings on behalf of and for the SVP and AVP by strategically prioritizing time. Provide information and materials for the SVP and AVP to participate in both planned and impromptu meetings, phone calls, university communications, and events. Arrange and confirm travel, prepare, and process travel approvals, travel claims, track reimbursements, prepare itineraries, and provide meeting materials, maps, and directions. Assess the relative significance of day-to-day events, correspondence, phone calls and inquiries. Evaluate priorities and disseminate information from the SVP and AVP to others. Provide necessary requests to the SVP and AVP. Refer other requests to more appropriate individuals and offices as needed. Ensure appropriate coordination, tracking, and response for agenda requests and action items that arise from meetings attended by the SVP and AVP (e.g., university committees and divisional meetings, taskforces and working groups, etc.). Assist with long-range strategic planning, analytical studies, research, taskforces, strategic partnering on initiatives and division-level projects. (e.g., year-round operations, community college partnerships, allied health, etc.). Provide high-level administrative and executive support for divisional and university level projects, strategic initiatives, taskforces, workforces, and committees. Manage the coordination of special projects and initiatives including request for proposals, event planning, synthesizing information, and logistics coordination. Process and track sensitive and highly confidential documentation from a variety of sources including that which relates to official collective bargaining negotiations or strategy, executive personnel matters, MPP performance evaluations, Civil Rights & Compliance Office investigations, and confidential initiatives. Facilitate, track, and coordinate submittal of sensitive and confidential annual and ad hoc reports requiring provost/EVP, vice provost/president level approval (e.g., CSU Chancellor’s Office Memoranda regarding reports, audits, and requests for data/information, etc.). Provide high-level administrative support to the SVP and AVP regarding university matters of a highly confidential nature, often regarding emergencies or information that are time-sensitive, requiring the highest level of confidentiality. Provide support for special events and projects for the SVP and AVP, including development of meeting agendas, management of meeting coordination, preparation, and distribution of meeting materials. Attend on-site and off-site meetings, as needed. Receive and interpret new or updated rules, regulations, CSU collective bargaining agreements, Chancellors’ Office directives and coded memorandum, and federal and state laws and guidelines. Evaluate the impact of changes on current department and division policies and procedures. Coordinate and oversee the notification and implementation of these changes. Communicate and interact effectively with executives, vice presidents, vice provosts, deans, and constituency groups in addition to students, faculty, staff, alumni, and the public. Foster a culture of service excellence and serve as a role model and mentor to motivate staff to improve quality and responsiveness to services. Education and Experience Equivalent to graduation from a four-year college or university and three years of progressively responsible administrative experience. A graduate degree may be substituted for one year of the required experience. Additional qualifying experience may be substituted for the required education on a year-for-year basis. Salary and Benefits The anticipated hiring range for this role is $75,000-$90,000 annually. Note that the offer is calculated based on the background and relevant years of experience of the individual selected. Cal Poly offers a best-in-class benefits program, including health, dental and vision insurance, retirement participation in the Public Employees' Retirement System, and educational benefits for eligible employees. See our benefits website for additional information. Cal Poly Cal Poly is a nationally-ranked public university located in San Luis Obispo, California, and known for its Learn by Doing philosophy. Each year more than 20,000 top-tier students come to San Luis Obispo to put knowledge into action, taking their learning outside the classroom as they prepare for careers in engineering, agriculture, science, business, humanities and the built environment. Cal Poly’s hands-on philosophy, small class sizes and close student-faculty mentorships result in graduates ready from day one to impact their communities, California and the world. For more information, visit calpoly.edu . Diversity Statement At Cal Poly, we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. Bringing people together from different backgrounds, experiences and value systems fosters the innovative and creative thinking that exemplifies Cal Poly's values of free inquiry, cultural and intellectual diversity, mutual respect, civic engagement, and social and environmental responsibility. Cal Poly's commitment to diversity informs our efforts in recruitment, hiring and retention. Cal Poly is an equal opportunity employer. Supplemental Information Following a conditional offer of employment, a background check (including a criminal records check) must be completed satisfactorily before any candidate may start work with Cal Poly. Failure to satisfactorily complete the background check may result in the withdrawal of the offer of employment. Current employees who are offered positions on campus will be required to undergo a background check for any position where a background check is required by law or that Cal Poly has designated as sensitive. The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Cal Poly, San Luis Obispo is not a sponsoring agency for staff positions (i.e. H-1B visas). Advertised: Aug 21 2024 Pacific Daylight Time Applications close: Closing Date/Time:
City of Costa Mesa, CA
Costa Mesa, California, United States
Description Looking for a career opportunity that will be both rewarding and challenging? Join the dynamic team at the City of Costa Mesa as an Executive Assistant (Confidential) where you'll play a crucial role in supporting the administrative operations of our local government while working directly with council members and city officials. KEY RESPONSIBILITIES: Provide comprehensive administrative support to city council members and other staff members, including managing schedules, coordinating meetings, and handling correspondence. Assist in organizing and preparing materials for council meetings, workshops, and public hearings; attend special meetings or events as needed. Respond promptly to inquiries from the public and other stakeholders, ensuring excellent customer service. Collaborate with other departments and external partners as needed to facilitate seamless operations. Interpret and explain department policies and procedures; make complex decisions in accordance with established policies and procedures. KEY CHARACTERISTICS: Excellent communication skills, both written and verbal, with a professional and courteous demeanor. Proficiency in office software and applications (e.g., Microsoft Office Suite). Ability to handle confidential and/or sensitive information with discretion and integrity. Proven experience in administrative support roles, preferably in a government or municipal setting. Strong organizational skills and attention to detail, with the ability to prioritize tasks effectively and work under pressure. Ability to work outside regular hours, including evenings and weekends as needed. Ability to type at a corrected rate of 40 net words per minute. WHY WORK FOR COSTA MESA: The City of Costa Mesa, with the motto "City of the Arts", is one of California's most eclectic and vibrant cities. Located just one mile from the Pacific Ocean and in the heart of Orange County, Costa Mesa is a great place to live , work and play. The City offers exceptional employee benefits, opportunities for training and development, and prides itself on its Core Values of Integrity, Sustainability, Compassion, Innovation, Inclusion and Collaboration. There is currently one (1) full-time Executive Assistant (Confidential)* vacancy assigned to support the City Council. *CONFIDENTIAL EMPLOYEE DESIGNATION: An employee in this classification may have access to decisions or the decision-making process of the City concerning matters related to employer-employee relations and may have access to, or prepare, confidential materials, information and/or recommendations on behalf of the City in matters relating to employer-employee relations and therefore is a non-represented confidential employee. APPLICATION AND SELECTION PROCESS: Applications must be completed and submitted online. This recruitment will remain open until filled and may close without prior notice, therefore prompt application is encouraged. First application review date: August 5, 2024. Candidates are requested to provide specific information regarding their education and experience as it relates to the position by completing all fields of the application. Applications may be rejected if incomplete. Do not include text or attached resumes, as they will not be accepted or reviewed in the application process. Based upon the information presented, a limited number of candidates who possess qualifications most pertinent to the position will be invited to participate in the selection process. The testing and evaluation for Executive Assistant (Confidential) is as follows: Application review and evaluation Written Examination Verification of typing speed Interview Evaluation/s The written examination will be administered by the City and will be scheduled shortly after the first application review date. Please notify the Human Resources Division 72 hours in advance of the test date if you have a disability which requires accommodation for the testing process. The eligibility list established from this recruitment will be in effect for one (1) year, unless exhausted sooner, and may be utilized to fill lower-level vacancies which occur during the life of the list. All employment offers made by the City are contingent upon establishing proof of a prospective candidate's legal authorization to work in the United States and successfully passing all components of the pre-employment process which may include, but is not limited to: comprehensive background check, criminal history check (Live Scan fingerprint check), and post-offer medical evaluation. Note: The provisions of this job bulletin do not constitute an expressed or implied contract. Any provisions contained within may be modified or revoked without notice. Essential Functions To view complete list of Essentials Functions for this position, please click on the following link: Executive Assistant (Confidential) . Qualification Guidelines A typical way to obtain the requisite knowledge and abilities to perform the duties and responsibilities of this classification is as follows: EDUCATION, TRAINING AND/OR EXPERIENCE: Graduation from high school or its equivalent. Three years of progressively responsible administrative support experience, including direct administrative support to management or executive level staff is required. Administrative support experience in a public agency is desirable. Experience supporting City Council or elected government officials is highly desirable. An equivalent combination of education and relevant experience that provides the desired knowledge, skills and abilities to successfully perform essential functions may also be considered. LICENSE AND/OR CERTIFICATE: Possession of, or ability to obtain, a valid Class C California Driver's License and a satisfactory driving record may be required. REQUISITE KNOWLEDGE, SKILLS AND ABILITIES: To view complete list of Requisite Knowledge, Skills and Abilities, please click on the following link: Executive Assistant (Confidential) . Supplemental Information PUBLIC EMPLOYEE DISASTER SERVICE WORKER: In accordance with Government Code Section 3100 - all City of Costa Mesa employees are required to perform assigned disaster service worker duties in the event of an emergency or a disaster PHYSICAL TASKS AND ENVIRONMENTAL CONDITIONS: Please contact Human Resources for a summary of the essential tasks and environmental factors for this classification. Employee accommodations for physical or mental disabilities will be considered on a case-by-case basis. EQUAL OPPORTUNITY EMPLOYER: The City of Costa Mesa is an Equal Opportunity Employer. To view benefit information for all groups, Click Here New Full-Time employees contribute 9% of their salary on a pre-tax basis towards the 2%@60 or 2%@62 CalPERS retirement formula depending on eligibility. Full-Time employeesreceive the following health insurance flexible benefits contribution: Current: $1,600monthly Effective January 2025: $1,650monthly New Part-Time employees are appointed by and serve at the will of the Department Director. They are reviewed for merit salary advancement on a periodic basis. Generally, part-time employees are limited to no more than 1,000 hours of work per fiscal year (July 1 - June 30). Certain part-time employees, however, are permitted to exceed this limit.Part-time employees participate in either the Public Agency Retirement System (PARS) or the California Public Employees Retirement System (CalPERS) depending on eligibility. Employees enrolled in PARS contribute 3.75% of salary with a matching City contribution. Employees enrolled in CalPERS contribute 7% - 9% of salary depending on eligibility. Part-time positions are eligible to receive general leave benefits. General leave can be used for sick, vacation, or holiday time. The City does not participate in the Social Security system; however, federal mandate requires all new employees to contribute 1.45% of wages to Medicare. As a condition of employment, all new employees are required to enroll and participate in the direct deposit program. Closing Date/Time: Continuous
Jul 16, 2024
Full Time
Description Looking for a career opportunity that will be both rewarding and challenging? Join the dynamic team at the City of Costa Mesa as an Executive Assistant (Confidential) where you'll play a crucial role in supporting the administrative operations of our local government while working directly with council members and city officials. KEY RESPONSIBILITIES: Provide comprehensive administrative support to city council members and other staff members, including managing schedules, coordinating meetings, and handling correspondence. Assist in organizing and preparing materials for council meetings, workshops, and public hearings; attend special meetings or events as needed. Respond promptly to inquiries from the public and other stakeholders, ensuring excellent customer service. Collaborate with other departments and external partners as needed to facilitate seamless operations. Interpret and explain department policies and procedures; make complex decisions in accordance with established policies and procedures. KEY CHARACTERISTICS: Excellent communication skills, both written and verbal, with a professional and courteous demeanor. Proficiency in office software and applications (e.g., Microsoft Office Suite). Ability to handle confidential and/or sensitive information with discretion and integrity. Proven experience in administrative support roles, preferably in a government or municipal setting. Strong organizational skills and attention to detail, with the ability to prioritize tasks effectively and work under pressure. Ability to work outside regular hours, including evenings and weekends as needed. Ability to type at a corrected rate of 40 net words per minute. WHY WORK FOR COSTA MESA: The City of Costa Mesa, with the motto "City of the Arts", is one of California's most eclectic and vibrant cities. Located just one mile from the Pacific Ocean and in the heart of Orange County, Costa Mesa is a great place to live , work and play. The City offers exceptional employee benefits, opportunities for training and development, and prides itself on its Core Values of Integrity, Sustainability, Compassion, Innovation, Inclusion and Collaboration. There is currently one (1) full-time Executive Assistant (Confidential)* vacancy assigned to support the City Council. *CONFIDENTIAL EMPLOYEE DESIGNATION: An employee in this classification may have access to decisions or the decision-making process of the City concerning matters related to employer-employee relations and may have access to, or prepare, confidential materials, information and/or recommendations on behalf of the City in matters relating to employer-employee relations and therefore is a non-represented confidential employee. APPLICATION AND SELECTION PROCESS: Applications must be completed and submitted online. This recruitment will remain open until filled and may close without prior notice, therefore prompt application is encouraged. First application review date: August 5, 2024. Candidates are requested to provide specific information regarding their education and experience as it relates to the position by completing all fields of the application. Applications may be rejected if incomplete. Do not include text or attached resumes, as they will not be accepted or reviewed in the application process. Based upon the information presented, a limited number of candidates who possess qualifications most pertinent to the position will be invited to participate in the selection process. The testing and evaluation for Executive Assistant (Confidential) is as follows: Application review and evaluation Written Examination Verification of typing speed Interview Evaluation/s The written examination will be administered by the City and will be scheduled shortly after the first application review date. Please notify the Human Resources Division 72 hours in advance of the test date if you have a disability which requires accommodation for the testing process. The eligibility list established from this recruitment will be in effect for one (1) year, unless exhausted sooner, and may be utilized to fill lower-level vacancies which occur during the life of the list. All employment offers made by the City are contingent upon establishing proof of a prospective candidate's legal authorization to work in the United States and successfully passing all components of the pre-employment process which may include, but is not limited to: comprehensive background check, criminal history check (Live Scan fingerprint check), and post-offer medical evaluation. Note: The provisions of this job bulletin do not constitute an expressed or implied contract. Any provisions contained within may be modified or revoked without notice. Essential Functions To view complete list of Essentials Functions for this position, please click on the following link: Executive Assistant (Confidential) . Qualification Guidelines A typical way to obtain the requisite knowledge and abilities to perform the duties and responsibilities of this classification is as follows: EDUCATION, TRAINING AND/OR EXPERIENCE: Graduation from high school or its equivalent. Three years of progressively responsible administrative support experience, including direct administrative support to management or executive level staff is required. Administrative support experience in a public agency is desirable. Experience supporting City Council or elected government officials is highly desirable. An equivalent combination of education and relevant experience that provides the desired knowledge, skills and abilities to successfully perform essential functions may also be considered. LICENSE AND/OR CERTIFICATE: Possession of, or ability to obtain, a valid Class C California Driver's License and a satisfactory driving record may be required. REQUISITE KNOWLEDGE, SKILLS AND ABILITIES: To view complete list of Requisite Knowledge, Skills and Abilities, please click on the following link: Executive Assistant (Confidential) . Supplemental Information PUBLIC EMPLOYEE DISASTER SERVICE WORKER: In accordance with Government Code Section 3100 - all City of Costa Mesa employees are required to perform assigned disaster service worker duties in the event of an emergency or a disaster PHYSICAL TASKS AND ENVIRONMENTAL CONDITIONS: Please contact Human Resources for a summary of the essential tasks and environmental factors for this classification. Employee accommodations for physical or mental disabilities will be considered on a case-by-case basis. EQUAL OPPORTUNITY EMPLOYER: The City of Costa Mesa is an Equal Opportunity Employer. To view benefit information for all groups, Click Here New Full-Time employees contribute 9% of their salary on a pre-tax basis towards the 2%@60 or 2%@62 CalPERS retirement formula depending on eligibility. Full-Time employeesreceive the following health insurance flexible benefits contribution: Current: $1,600monthly Effective January 2025: $1,650monthly New Part-Time employees are appointed by and serve at the will of the Department Director. They are reviewed for merit salary advancement on a periodic basis. Generally, part-time employees are limited to no more than 1,000 hours of work per fiscal year (July 1 - June 30). Certain part-time employees, however, are permitted to exceed this limit.Part-time employees participate in either the Public Agency Retirement System (PARS) or the California Public Employees Retirement System (CalPERS) depending on eligibility. Employees enrolled in PARS contribute 3.75% of salary with a matching City contribution. Employees enrolled in CalPERS contribute 7% - 9% of salary depending on eligibility. Part-time positions are eligible to receive general leave benefits. General leave can be used for sick, vacation, or holiday time. The City does not participate in the Social Security system; however, federal mandate requires all new employees to contribute 1.45% of wages to Medicare. As a condition of employment, all new employees are required to enroll and participate in the direct deposit program. Closing Date/Time: Continuous
State of Nevada
Carson City, Nevada, United States
Announcement Number: 239024640 STATE OF NEVADA DEPARTMENT OF TRANSPORTATION 1263 S. Stewart Street Carson City, Nevada 89712 Joe Lombardo Tracy Larkin Thomason, P.E., Director Governor In Reply Refer to: Executive Assistant UNCLASSIFIED JOB ANNOUNCEMENT EXECUTIVE ASSISTANT Nevada Department of Transportation Carson City, NV SPECIAL NOTIFICATIONS: This position is exempt from the provisions of State of Nevada classified service. Selection shall be made by, and the incumbent shall serve at the pleasure of the Director of the Department of Transportation. The Department of Transportation is seeking qualified candidates for the Executive Assistant position. This position provides the highest level of administrative and secretarial support to the Director. The position will facilitate management processes by acting with authority and as an intermediary on delegated administrative support matters, which require independent judgment, initiative, discretion, and confidentiality in making determinations on varied problems and situations regarding issues of importance to the Director and the Department. This position 1) requires an understanding of the complexity of problems and issues that impact the executive's area of responsibility; 2) has frequent personal contacts with the governor's staff, legislators, constitutional officers and representatives of external entities and the media; 3) has a high consequence of error associated with communications, actions and decisions; 4) requires the knowledge, skills and abilities required to assist the highest level executives; and 5) requires customer service skills to work with constituents (at times highly frustrated) to help resolve their issues. While some duties assigned to positions may seem similar to those of positions in the Administrative Assistant series in State Service, there are significant differences in the scope of responsibility, consequence of actions and decisions, and the personal contacts typical of positions at this level. APPROXIMATE Annual Salary: Salary up to $79.532 (Salary range reflects employee/employer paid retirement (PERS) contributions. An employer-paid contribution plan is also available with a reduced gross salary.) Benefits: The State benefits package includes a retirement system, paid health, vision, dental, life and disability insurance; 12 paid holidays, and paid sick and annual leave. Other employee-paid benefits, such as deferred compensation plans, are available. REPRESENTATIVE DUTIES: • Resolve administrative questions and issues not requiring the personal attention of the Director. • Read and properly screen incoming correspondence and reports; determine the importance of materials based on instructions from the Director, Deputy Directors, and the predetermined priorities of the Department. • Receive and screen incoming calls and visitors; evaluate requests and inquiries; determine which are priority matters and alert the Director(s) accordingly; make decisions to contact the Director at off-site locations in critical situations; make referrals to appropriate administrative staff, and/or Agency Heads or provide requested information as appropriate. • Develop awareness of issues, problems, situations and activities within each division, and that may be of special interest to the Director's Office. • Coordinate and facilitate the Director and Deputy Director's calendar to schedule appointments and engagements; arrange conferences, meetings and hearings for commissions, boards, or other bodies. • Supervise multiple administrative assistants. • Proficiency in proofreading and editing documents prepared for the Director's signature; advanced writing skills are essential, ensure work product quality and quantity control by reviewing documents, reports, forms, records, or other materials for content, completeness or accuracy; ensure proper grammar, punctuation, spelling and usage as well as appropriate distribution and archiving. • Respond to inquiries from external entities, exercising discretion in disseminating information; describe programs, functions and activities; explain established regulations, policies, and legislative proposals; evaluate new regulations or legislative proposals and potential ramifications to inform, update or advise departmental and outside personnel. • Actively participate in the planning, organizing, coordinating and overseeing of the implementation of special projects and assignments relative to the organization as requested by the Director. • Prepare, produce, write and edit the Department's report to Governor's Office in partnership with the Director, Deputy Directors and Agency Heads as required. • Ability to assist in preparing presentation materials for the Director using PowerPoint and other related software. • Assist Director with screening/responding emails as appropriate. • Working knowledge of MicroSoft Office programs (Word, Excel, Outlook, PowerPoint). • Knowledge of Nevada Open Meeting Law minutes and agenda prepreation. • Perform various other professional duties as assigned. QUALIFICATIONS/ Education: Graduation from high school or equivalent education and five years of progressively responsible executive administrative support experience which included overseeing administrative office activities, maintaining complex records, coordinating and conducting administrative communication including written and oral information to various managers and internal and external individuals and groups; the ability to learn and think quickly, a positive attitude and a strong work ethic is desired as well as the ability to learn about the agency and our constituents. Some knowledge of: Legislative and regulatory process; communication; State laws, regulations, policies and procedures of the State is preferred. Position Location: Carson City, Nevada LETTERS OF INTEREST AND RESUMES WILL BE ACCEPTED UNTIL FILLED (All letters of interest and resumes will be accepted on a first-come, first-served basis. Hiring may occur at any time during the recruitment process.) IN ORDER TO BE CONSIDERED YOU MUST SUBMIT A LETTER OF INTEREST AND RESUME TO: Kimberly Eberly at kimbelry.eberly@dot.nv.gov In the subject line please reference: Executive Assistant Department of Transportation Attn: Kimberly Eberly 1263 S. Stewart St. Carson City NV 89712 (775) 888-7430 In your cover letter please indicate how you heard about this position. If you heard about this position through a website, please specify which website. Women and under-represented groups are encouraged to apply. Nevada Department of Transportation is committed to Equal Employment Opportunity/Affirmative Action in the recruitment of its employees and does not discriminate on the basis of race, color, national origin, religion or belief, age, disability, sex, sexual orientation, pregnancy, genetic information (GINA), or gender identity and expression. Closing Date/Time: Until recruitment needs are satisfied
Aug 24, 2024
Full Time
Announcement Number: 239024640 STATE OF NEVADA DEPARTMENT OF TRANSPORTATION 1263 S. Stewart Street Carson City, Nevada 89712 Joe Lombardo Tracy Larkin Thomason, P.E., Director Governor In Reply Refer to: Executive Assistant UNCLASSIFIED JOB ANNOUNCEMENT EXECUTIVE ASSISTANT Nevada Department of Transportation Carson City, NV SPECIAL NOTIFICATIONS: This position is exempt from the provisions of State of Nevada classified service. Selection shall be made by, and the incumbent shall serve at the pleasure of the Director of the Department of Transportation. The Department of Transportation is seeking qualified candidates for the Executive Assistant position. This position provides the highest level of administrative and secretarial support to the Director. The position will facilitate management processes by acting with authority and as an intermediary on delegated administrative support matters, which require independent judgment, initiative, discretion, and confidentiality in making determinations on varied problems and situations regarding issues of importance to the Director and the Department. This position 1) requires an understanding of the complexity of problems and issues that impact the executive's area of responsibility; 2) has frequent personal contacts with the governor's staff, legislators, constitutional officers and representatives of external entities and the media; 3) has a high consequence of error associated with communications, actions and decisions; 4) requires the knowledge, skills and abilities required to assist the highest level executives; and 5) requires customer service skills to work with constituents (at times highly frustrated) to help resolve their issues. While some duties assigned to positions may seem similar to those of positions in the Administrative Assistant series in State Service, there are significant differences in the scope of responsibility, consequence of actions and decisions, and the personal contacts typical of positions at this level. APPROXIMATE Annual Salary: Salary up to $79.532 (Salary range reflects employee/employer paid retirement (PERS) contributions. An employer-paid contribution plan is also available with a reduced gross salary.) Benefits: The State benefits package includes a retirement system, paid health, vision, dental, life and disability insurance; 12 paid holidays, and paid sick and annual leave. Other employee-paid benefits, such as deferred compensation plans, are available. REPRESENTATIVE DUTIES: • Resolve administrative questions and issues not requiring the personal attention of the Director. • Read and properly screen incoming correspondence and reports; determine the importance of materials based on instructions from the Director, Deputy Directors, and the predetermined priorities of the Department. • Receive and screen incoming calls and visitors; evaluate requests and inquiries; determine which are priority matters and alert the Director(s) accordingly; make decisions to contact the Director at off-site locations in critical situations; make referrals to appropriate administrative staff, and/or Agency Heads or provide requested information as appropriate. • Develop awareness of issues, problems, situations and activities within each division, and that may be of special interest to the Director's Office. • Coordinate and facilitate the Director and Deputy Director's calendar to schedule appointments and engagements; arrange conferences, meetings and hearings for commissions, boards, or other bodies. • Supervise multiple administrative assistants. • Proficiency in proofreading and editing documents prepared for the Director's signature; advanced writing skills are essential, ensure work product quality and quantity control by reviewing documents, reports, forms, records, or other materials for content, completeness or accuracy; ensure proper grammar, punctuation, spelling and usage as well as appropriate distribution and archiving. • Respond to inquiries from external entities, exercising discretion in disseminating information; describe programs, functions and activities; explain established regulations, policies, and legislative proposals; evaluate new regulations or legislative proposals and potential ramifications to inform, update or advise departmental and outside personnel. • Actively participate in the planning, organizing, coordinating and overseeing of the implementation of special projects and assignments relative to the organization as requested by the Director. • Prepare, produce, write and edit the Department's report to Governor's Office in partnership with the Director, Deputy Directors and Agency Heads as required. • Ability to assist in preparing presentation materials for the Director using PowerPoint and other related software. • Assist Director with screening/responding emails as appropriate. • Working knowledge of MicroSoft Office programs (Word, Excel, Outlook, PowerPoint). • Knowledge of Nevada Open Meeting Law minutes and agenda prepreation. • Perform various other professional duties as assigned. QUALIFICATIONS/ Education: Graduation from high school or equivalent education and five years of progressively responsible executive administrative support experience which included overseeing administrative office activities, maintaining complex records, coordinating and conducting administrative communication including written and oral information to various managers and internal and external individuals and groups; the ability to learn and think quickly, a positive attitude and a strong work ethic is desired as well as the ability to learn about the agency and our constituents. Some knowledge of: Legislative and regulatory process; communication; State laws, regulations, policies and procedures of the State is preferred. Position Location: Carson City, Nevada LETTERS OF INTEREST AND RESUMES WILL BE ACCEPTED UNTIL FILLED (All letters of interest and resumes will be accepted on a first-come, first-served basis. Hiring may occur at any time during the recruitment process.) IN ORDER TO BE CONSIDERED YOU MUST SUBMIT A LETTER OF INTEREST AND RESUME TO: Kimberly Eberly at kimbelry.eberly@dot.nv.gov In the subject line please reference: Executive Assistant Department of Transportation Attn: Kimberly Eberly 1263 S. Stewart St. Carson City NV 89712 (775) 888-7430 In your cover letter please indicate how you heard about this position. If you heard about this position through a website, please specify which website. Women and under-represented groups are encouraged to apply. Nevada Department of Transportation is committed to Equal Employment Opportunity/Affirmative Action in the recruitment of its employees and does not discriminate on the basis of race, color, national origin, religion or belief, age, disability, sex, sexual orientation, pregnancy, genetic information (GINA), or gender identity and expression. Closing Date/Time: Until recruitment needs are satisfied
Padre Dam MWD
9300 Fanita Parkway, Santee, CA, USA
ESSENTIAL DUTIES: (These duties are a representative sample and are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform the job.)
Provides support primarily to the Executive Office and periodically provides support to various departments to ensure administrative coverage to support the District’s Mission.
Recommends and assists in the implementation of department goals and objectives; assists with special projects providing leadership and guidance to administrative support staff in order to serve the needs of the department. May establish schedules and methods for providing support services; may assign work activities to administrative staff.
May act as a primary point of contact for department by directing calls and by assessing the urgency and importance of situations to take appropriate action. Coordinates with others as necessary to obtain the required information, may respond directly to inquiries and resolve complaints within the scope of information and authority and/or refer to others as appropriate.
Assist with coordination and preparation of agenda packets and supporting documents, agenda distribution, hybrid meeting logistics for Padre Dam and the East County AWP Joint Powers Authority (JPA); coordinates related presentations with staff and combine/proof final master presentation; attends Board or Committee meetings as required; takes and transcribes minutes; in the absence of the Executive Services Manager, coordinates and prepares agenda packets ensuring compliance with the Brown Act, consulting with Legal Counsel as needed.
Coordinates work with management and other staff to ensure a high performance, customer service-oriented work environment in support of achieving the District’s goals and objectives.
Provides information and assistance to Board members, customers by interpreting departmental and Padre Dam or JPA policies and procedures, consulting with the Executive Services Manager as needed.
Prepares a variety of correspondence and documents such as letters, agenda items, request for proposals, minutes, resolutions, ordinances, reports, forms, PowerPoint presentations and other documents ranging from routine to complex; proofreads and checks for accuracy and compliance with District policies, procedures and branding guidelines.
Assists with maintaining and coordinating updates to Padre Dam Policies and Procedures and Rules and Regulations and East County AWP Policies and Procedures, and related public notices if applicable.
Assists with gathering data and records for Public Records Act requests on behalf of Padre Dam and the East County AWP JPA; coordinates with departments and legal counsel as necessary.
Coordinates the filing of Statements of Economic Interest and campaign financing statements and reporting; notifies affected parties of FPPC requirements and deadlines and answers general questions regarding filing issues. Assists in the biennial review of Padre Dam’s and the JPA’s Conflict of Interest Code and other related duties as prescribed by the FPPC.
Participates in departmental budget preparation and budget monitoring activities.
Prepares and processes documents such as purchase orders, payments, petty cash, deposits, invoices, expense reports, tuition reimbursements and time sheets, adhering to Padre Dam’s policies and procedures.
Conducts research, collects, compiles, analyzes information from various sources on a variety of topics; prepares reports that interprets data and make appropriate recommendations.
Schedules appointments and coordinates meetings for department heads; makes reservations for conferences and seminars and makes travel arrangements for District employees as needed.
Plans, organizes, coordinates, and/or participates in internal and external events as needed.
Assists with updating and implementing the District’s records management program and software, provides records management leadership, trains employees and maintains records in accordance with record retention policies; Works with outside consulting resources and collaborate with IT and other staff involved in the development.
Supports and promotes the philosophy of continuous improvements; proactively reviews and evaluates work methods, procedures and policies and recommends changes to achieve greater productivity and/or to comply with new legal or regulatory requirements; meets with staff and/or management to develop effective methods and techniques for accomplishing objectives; prepares updates to policies and procedures, implements improvements, and provide training to staff as needed.
Assists with preparation and administration of contracts, to include CIP construction contracts, consultant’s agreements; reviewing and maintaining bonds and insurance certificates for projects; preparing payment requests; amending change orders and contracts; and providing data to auditors. Answers questions and resolves issues regarding Padre Dam’s and the JPA’s policies for contracts, bonding and insurance requirements and consults with the Executive Services Manager, Safety & Risk Manager or Legal Counsel as needed.
Assist Engineers/Project Managers with the solicitation of external contractors and consultants for the District and the JPA, including competitive bidding, by finalizing and publishing bid/RFP/RFQ documents and addenda on the District website and in the paper, if applicable, in compliance with District and JPA policies; collect bids/RFP/RFQs received and upload to document management system; attend/provide support for hybrid formal bid openings; verify lowest responsible bidder registration with Department of Industrial Relations (DIR) and insurance and bond documents comply with contract requirements; finalize and obtain signatures on construction contracts; register projects with DIR, prepare and transmit related correspondence including Notice of Award, Notice to Proceed and timely recording and distribution of Notice of Completion.
Monitor and updated department website content and maintains Stream (Intranet) Libraries for department
Researches and orders supplies, furniture and equipment as needed.
Performs routine duties independently, setting priorities and scheduling own work. Exercises independent judgment and discretion in performing tasks.
Performs duties in a professional manner and works well with others or in a team setting.
Performs general end-user and system configurations on the District’s Agenda Management and Electronic Content Management (OnBase) software systems and coordinates back-end configurations with IT staff; Provides technical support to staff as needed due to time sensitive tasks. Coordinates with IT staff or Hyland/OnBase support as needed to address more complex issues. Participates in testing and troubleshooting during system upgrades.
Provides assistance and training to new employees on administrative support practices, policies, and procedures including use of applicable software; provides training to administrative support staff on agenda report preparation and District administrative practices.
Maintains cooperative working relationships with the management, board members, vendors, contractors, co-workers, and the public using principles of good customer service.
Performs other duties of a similar nature or level.
(C) Competent–Having requisite or adequate ability or qualities. (P) Proficient–A thorough competence derived from training and practice. Grade 26 is an entry-level classification for the Executive Assistant. Initially under supervision, incumbents learn and perform routine office administrative and secretarial support functions. As experience is gained, assignments become more varied, complex, and difficult; review of work lessens as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of the position in Grade 28 but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related established work procedures and methods. Exceptions or changes in procedures are explained in detail as they arise. Grade 28 is fully qualified journey-level classification for the Executive Assistant. Incumbent at this level performs the full range of duties as assigned, working independently and exercising 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 departmental operating procedures and policies and have a strong understanding of the District’s and JPA’s policies and procedures.
Sep 06, 2024
Full Time
ESSENTIAL DUTIES: (These duties are a representative sample and are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform the job.)
Provides support primarily to the Executive Office and periodically provides support to various departments to ensure administrative coverage to support the District’s Mission.
Recommends and assists in the implementation of department goals and objectives; assists with special projects providing leadership and guidance to administrative support staff in order to serve the needs of the department. May establish schedules and methods for providing support services; may assign work activities to administrative staff.
May act as a primary point of contact for department by directing calls and by assessing the urgency and importance of situations to take appropriate action. Coordinates with others as necessary to obtain the required information, may respond directly to inquiries and resolve complaints within the scope of information and authority and/or refer to others as appropriate.
Assist with coordination and preparation of agenda packets and supporting documents, agenda distribution, hybrid meeting logistics for Padre Dam and the East County AWP Joint Powers Authority (JPA); coordinates related presentations with staff and combine/proof final master presentation; attends Board or Committee meetings as required; takes and transcribes minutes; in the absence of the Executive Services Manager, coordinates and prepares agenda packets ensuring compliance with the Brown Act, consulting with Legal Counsel as needed.
Coordinates work with management and other staff to ensure a high performance, customer service-oriented work environment in support of achieving the District’s goals and objectives.
Provides information and assistance to Board members, customers by interpreting departmental and Padre Dam or JPA policies and procedures, consulting with the Executive Services Manager as needed.
Prepares a variety of correspondence and documents such as letters, agenda items, request for proposals, minutes, resolutions, ordinances, reports, forms, PowerPoint presentations and other documents ranging from routine to complex; proofreads and checks for accuracy and compliance with District policies, procedures and branding guidelines.
Assists with maintaining and coordinating updates to Padre Dam Policies and Procedures and Rules and Regulations and East County AWP Policies and Procedures, and related public notices if applicable.
Assists with gathering data and records for Public Records Act requests on behalf of Padre Dam and the East County AWP JPA; coordinates with departments and legal counsel as necessary.
Coordinates the filing of Statements of Economic Interest and campaign financing statements and reporting; notifies affected parties of FPPC requirements and deadlines and answers general questions regarding filing issues. Assists in the biennial review of Padre Dam’s and the JPA’s Conflict of Interest Code and other related duties as prescribed by the FPPC.
Participates in departmental budget preparation and budget monitoring activities.
Prepares and processes documents such as purchase orders, payments, petty cash, deposits, invoices, expense reports, tuition reimbursements and time sheets, adhering to Padre Dam’s policies and procedures.
Conducts research, collects, compiles, analyzes information from various sources on a variety of topics; prepares reports that interprets data and make appropriate recommendations.
Schedules appointments and coordinates meetings for department heads; makes reservations for conferences and seminars and makes travel arrangements for District employees as needed.
Plans, organizes, coordinates, and/or participates in internal and external events as needed.
Assists with updating and implementing the District’s records management program and software, provides records management leadership, trains employees and maintains records in accordance with record retention policies; Works with outside consulting resources and collaborate with IT and other staff involved in the development.
Supports and promotes the philosophy of continuous improvements; proactively reviews and evaluates work methods, procedures and policies and recommends changes to achieve greater productivity and/or to comply with new legal or regulatory requirements; meets with staff and/or management to develop effective methods and techniques for accomplishing objectives; prepares updates to policies and procedures, implements improvements, and provide training to staff as needed.
Assists with preparation and administration of contracts, to include CIP construction contracts, consultant’s agreements; reviewing and maintaining bonds and insurance certificates for projects; preparing payment requests; amending change orders and contracts; and providing data to auditors. Answers questions and resolves issues regarding Padre Dam’s and the JPA’s policies for contracts, bonding and insurance requirements and consults with the Executive Services Manager, Safety & Risk Manager or Legal Counsel as needed.
Assist Engineers/Project Managers with the solicitation of external contractors and consultants for the District and the JPA, including competitive bidding, by finalizing and publishing bid/RFP/RFQ documents and addenda on the District website and in the paper, if applicable, in compliance with District and JPA policies; collect bids/RFP/RFQs received and upload to document management system; attend/provide support for hybrid formal bid openings; verify lowest responsible bidder registration with Department of Industrial Relations (DIR) and insurance and bond documents comply with contract requirements; finalize and obtain signatures on construction contracts; register projects with DIR, prepare and transmit related correspondence including Notice of Award, Notice to Proceed and timely recording and distribution of Notice of Completion.
Monitor and updated department website content and maintains Stream (Intranet) Libraries for department
Researches and orders supplies, furniture and equipment as needed.
Performs routine duties independently, setting priorities and scheduling own work. Exercises independent judgment and discretion in performing tasks.
Performs duties in a professional manner and works well with others or in a team setting.
Performs general end-user and system configurations on the District’s Agenda Management and Electronic Content Management (OnBase) software systems and coordinates back-end configurations with IT staff; Provides technical support to staff as needed due to time sensitive tasks. Coordinates with IT staff or Hyland/OnBase support as needed to address more complex issues. Participates in testing and troubleshooting during system upgrades.
Provides assistance and training to new employees on administrative support practices, policies, and procedures including use of applicable software; provides training to administrative support staff on agenda report preparation and District administrative practices.
Maintains cooperative working relationships with the management, board members, vendors, contractors, co-workers, and the public using principles of good customer service.
Performs other duties of a similar nature or level.
(C) Competent–Having requisite or adequate ability or qualities. (P) Proficient–A thorough competence derived from training and practice. Grade 26 is an entry-level classification for the Executive Assistant. Initially under supervision, incumbents learn and perform routine office administrative and secretarial support functions. As experience is gained, assignments become more varied, complex, and difficult; review of work lessens as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of the position in Grade 28 but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related established work procedures and methods. Exceptions or changes in procedures are explained in detail as they arise. Grade 28 is fully qualified journey-level classification for the Executive Assistant. Incumbent at this level performs the full range of duties as assigned, working independently and exercising 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 departmental operating procedures and policies and have a strong understanding of the District’s and JPA’s policies and procedures.
CITY OF OAKLAND, CA
Oakland, California, United States
The Position The City of Oakland is an equal-opportunity employer that values workforce diversity, inclusion, and equity. Oakland has a long history of activism around issues of justice and equity. Both oppression and this resistance to oppression have shaped the city’s historical roots and the lives of its residents to this day. As public servants in one of the most diverse cities in the nation, we strive to develop employees who understand the harm and impacts of systemic inequity to create lasting, meaningful outcomes for everyone. Oakland strives to establish an environment that embraces the richness of culture, community, and individualism of employees. Why join the City of Oakland Human Resources Management Department? Are you searching for a fulfilling career that allows you to make a difference and have a positive impact on the local community? Look no further! The City of Oakland seeks a motivated and passionate individual to join our dynamic Human Resources Management Department as the Executive Assistant to the Human Resources Director. The City of Oakland is a vibrant, diverse, and exciting place to work. It is easily accessible, on the forefront of Race and Equity work, and a full-service organization with many innovative community services. Come join the City of Oakland and become part of a diverse organization dedicated to its community and employees. We are a learning organization, committed to developing talent and growing our own. This is a great opportunity to continue your administrative career in an organization with a proven track record of internal promotions. We are looking for someone who is: Adaptable and self-motivated . You will work in a fast-paced, ever-evolving, service-oriented environment with constantly changing priorities. An excellent communicator. You will interface with the public and a variety of internal stakeholders at all levels. Highly organized. You will be responsible for managing the Director’s calendar as well as your own assignments. Able to exercise good judgment. You will need to make decisions with minimal direction. Professional . You will interact with elected officials and leaders at all levels Citywide. Able to exercise confidentiality . You will deal with highly sensitive information and must maintain confidence and discretion at all times . Technologically proficient . You will be using MS Office Suite, Zoom, and Adobe on a daily basis. What you will typically be responsible for: Performing complex and confidential administrative support requiring specialized knowledge and the ability to interpret broadly defined policies and procedures. Receiving and screening visitors, telephone calls, and emails. Keeping department staff informed of all key decisions and any changes to policies and procedures. Making appointments and maintaining the Director's calendar including scheduling and arranging meetings and making travel arrangements; organizing meetings, and preparing required informational materials. Planning and coordinating department-wide events, all-hands meetings, and other employee engagement events. Coordinating staff reports for City Council and Committees. Proofreading written materials for thoroughness, accuracy, format, and compliance with policies and procedures. Proofreading and editing web pages; making necessary changes and uploading documents as required. Overseeing on-boarding new Human Resources Management employees. Supervising, training and evaluating assigned administrative staff. Read the complete job description by clicking here . * Click on the link below to see a video on what it's like to work for the City of Oakland! Working for the City of Oakland A few reasons you might love this job: As a full-service City, Oakland will continually provide you with daily challenges and variety that keep things exciting. You will make a positive impact by playing a vital role in bettering the local community and the lives of its residents through your work. You will be part of a growing and dynamic Human Resources Department and help in establishing the City of Oakland as an employer of choice A few challenges you might face in this job: You will engage with individuals at all levels in a politically dynamic environment. You will need to quickly learn the work with minimal direction. Working in an ever-evolving environment can be demanding and require you to manage multiple tasks and priorities simultaneously. Competencies Required: Using Technology: Working with electronic hardware and software applications Action & Results Focused (Taking Initiative): Initiating tasks and focusing on accomplishment Professional & Technical Expertise: Applying technical subject matter to the job Delivering Results: Meeting organizational goals and customer expectations and making decisions that produce high-quality results by applying technical knowledge, analyzing problems, and calculating risks Building & Maintaining Relationships: Establishing rapport and maintaining mutually productive relationships Oral Communication: Engaging effectively in dialogue Writing: Communicating effectively in writing Political & Organizational Savvy: Working skillfully with politics, procedures, and protocols across organizational levels and boundaries Interpersonal Savvy: Considering and responding appropriately to the needs and feelings of others in different situations Adaptability: Responding positively to change and modifying behavior as the situation require s Attention to Detail: Focusing on the details of work content, work steps, and final work product Handling Stress: Maintaining emotional stability and self-control under pressure, challenge, or adversity Valuing Diversity: Appreciating the benefits of varied backgrounds and cultures in the workplace Allocating Resources: Prioritizing the use of fiscal and material resources to maximize organizational effectiveness Delegating: Sharing responsibility, authority, and accountability Minimum Requirements for Application The following qualifications are guidelines, as the appointing authority has broad discretion in filling positions in this classification. Education: An Associate's Degree in a related field. Bachelor's degree is desirable. Experience: Two years of progressively responsible experience in a position comparable to Administrative Assistant II level position in the City of Oakland, or five years of increasingly responsible experience providing administrative and clerical support to an executive management level position or elected official. Supplemental Information This is an at-will position, exempt from the provisions of the City of Oakland Civil Service Rules, per Charter Section 902. All applications received will be forwarded to the Human Resources Management Department for further consideration. Meeting the minimum qualification requirements may not result in further consideration, only the most qualified candidates will be contacted for interviews. What’s in it for you? Work/Life Balance: 37.5-hour work weeks and potential for a flexible/hybrid remote schedule. 15 paid holidays Vacation: 2 weeks per year minimum with the ability to accrue more depending on public sector years of service Retirement: CalPERS (California Public Employees’ Retirement System) with a pension formula of 2.5% @ 55 (for Classic CalPERS members) and 2% @ 62 for new CalPERS members. Classic Employees contribute 8% of pre-tax wages. The City of Oakland does not participate in Social Security Health: The City of Oakland offers dental, vision and a variety of HMO and PPO health plans. Sick leave: Employees accrue 12 days per year Deferred Compensation: 457(b) pre-tax plan and an after-tax ROTH 401(k)plan Other benefits include a Flexible Spending Account, Wellness Program, Employee Assistance Program, Life Insurance, Tuition Reimbursement, Employee Training and Development, & Telecommuting Incumbent may be eligible for a hybrid work schedule, based on the business needs of the department. Applicants are required to submit criminal history information upon request after receiving a conditional offer of employment. If the requested information is not furnished in a timely manner, applicants will not qualify for further consideration and will be removed from the eligible list. Disaster Service Workers All employees are designated Disaster Service Workers through state and local law. Employees are required to complete all Disaster Service Worker-related training as assigned and to return to work as ordered in the event of an emergency. How to Apply Apply prior to the closing time of the job announcement and allow at least two to three hours to submit your application if you are a new user of the system. APPLICATIONS ARE ACCEPTED ONLINE ONLY. You may apply and view current openings by visiting our employment opportunities webpage at: http://agency.governmentjobs.com/oaklandca/default.cfm. If you do not have access to a computer, there are computer stations available at any City of Oakland Public Library. There are also workstations at the Human Resources Management Department, 150 Frank H. Ogawa Plaza, 2nd Floor, Oakland, CA 94612. Workstations are available during regular business hours (normally 9:00 a.m. to 5:00 p.m.). Our online application system is provided by GovernmentJobs. If you have problems while applying online, please contact GovernmentJobs Live Applicant Support at (855) 524-5627 between 6:00 AM and 5:00 PM Pacific Time, Monday - Friday. You may also call the City of Oakland Human Resources Management Department during regular business hours at (510) 238-3112 for information; however, we are unable to provide technical support for the online application system. For recruitment-specific questions, please contact Lara Williams at lwilliams@oaklandca.gov . The City of Oakland is committed to the wellbeing of its employees and offers comprehensive health and wellness services along with an array of other benefits for most positions. Benefits may include*: • CalPERS Medical • Dental • Vision • Medical Waiver Plan - Cash-In-Lieu • Flexible Spending Accounts • Commuter Benefits • Group & Supplemental Life Insurance • Employee Assistance Program (EAP) • Guaranteed Ride Home (GRH) • Pension Benefits • Deferred Compensation * Specific benefits may vary depending on the assignedspecific bargaining unit. Information regarding most benefits can be reviewed here: Employee Benefits Information Current MOUs may be reviewed here: City of Oakland Labor Agreements Closing Date/Time: 9/18/2024 11:59 PM Pacific
Sep 04, 2024
Full Time
The Position The City of Oakland is an equal-opportunity employer that values workforce diversity, inclusion, and equity. Oakland has a long history of activism around issues of justice and equity. Both oppression and this resistance to oppression have shaped the city’s historical roots and the lives of its residents to this day. As public servants in one of the most diverse cities in the nation, we strive to develop employees who understand the harm and impacts of systemic inequity to create lasting, meaningful outcomes for everyone. Oakland strives to establish an environment that embraces the richness of culture, community, and individualism of employees. Why join the City of Oakland Human Resources Management Department? Are you searching for a fulfilling career that allows you to make a difference and have a positive impact on the local community? Look no further! The City of Oakland seeks a motivated and passionate individual to join our dynamic Human Resources Management Department as the Executive Assistant to the Human Resources Director. The City of Oakland is a vibrant, diverse, and exciting place to work. It is easily accessible, on the forefront of Race and Equity work, and a full-service organization with many innovative community services. Come join the City of Oakland and become part of a diverse organization dedicated to its community and employees. We are a learning organization, committed to developing talent and growing our own. This is a great opportunity to continue your administrative career in an organization with a proven track record of internal promotions. We are looking for someone who is: Adaptable and self-motivated . You will work in a fast-paced, ever-evolving, service-oriented environment with constantly changing priorities. An excellent communicator. You will interface with the public and a variety of internal stakeholders at all levels. Highly organized. You will be responsible for managing the Director’s calendar as well as your own assignments. Able to exercise good judgment. You will need to make decisions with minimal direction. Professional . You will interact with elected officials and leaders at all levels Citywide. Able to exercise confidentiality . You will deal with highly sensitive information and must maintain confidence and discretion at all times . Technologically proficient . You will be using MS Office Suite, Zoom, and Adobe on a daily basis. What you will typically be responsible for: Performing complex and confidential administrative support requiring specialized knowledge and the ability to interpret broadly defined policies and procedures. Receiving and screening visitors, telephone calls, and emails. Keeping department staff informed of all key decisions and any changes to policies and procedures. Making appointments and maintaining the Director's calendar including scheduling and arranging meetings and making travel arrangements; organizing meetings, and preparing required informational materials. Planning and coordinating department-wide events, all-hands meetings, and other employee engagement events. Coordinating staff reports for City Council and Committees. Proofreading written materials for thoroughness, accuracy, format, and compliance with policies and procedures. Proofreading and editing web pages; making necessary changes and uploading documents as required. Overseeing on-boarding new Human Resources Management employees. Supervising, training and evaluating assigned administrative staff. Read the complete job description by clicking here . * Click on the link below to see a video on what it's like to work for the City of Oakland! Working for the City of Oakland A few reasons you might love this job: As a full-service City, Oakland will continually provide you with daily challenges and variety that keep things exciting. You will make a positive impact by playing a vital role in bettering the local community and the lives of its residents through your work. You will be part of a growing and dynamic Human Resources Department and help in establishing the City of Oakland as an employer of choice A few challenges you might face in this job: You will engage with individuals at all levels in a politically dynamic environment. You will need to quickly learn the work with minimal direction. Working in an ever-evolving environment can be demanding and require you to manage multiple tasks and priorities simultaneously. Competencies Required: Using Technology: Working with electronic hardware and software applications Action & Results Focused (Taking Initiative): Initiating tasks and focusing on accomplishment Professional & Technical Expertise: Applying technical subject matter to the job Delivering Results: Meeting organizational goals and customer expectations and making decisions that produce high-quality results by applying technical knowledge, analyzing problems, and calculating risks Building & Maintaining Relationships: Establishing rapport and maintaining mutually productive relationships Oral Communication: Engaging effectively in dialogue Writing: Communicating effectively in writing Political & Organizational Savvy: Working skillfully with politics, procedures, and protocols across organizational levels and boundaries Interpersonal Savvy: Considering and responding appropriately to the needs and feelings of others in different situations Adaptability: Responding positively to change and modifying behavior as the situation require s Attention to Detail: Focusing on the details of work content, work steps, and final work product Handling Stress: Maintaining emotional stability and self-control under pressure, challenge, or adversity Valuing Diversity: Appreciating the benefits of varied backgrounds and cultures in the workplace Allocating Resources: Prioritizing the use of fiscal and material resources to maximize organizational effectiveness Delegating: Sharing responsibility, authority, and accountability Minimum Requirements for Application The following qualifications are guidelines, as the appointing authority has broad discretion in filling positions in this classification. Education: An Associate's Degree in a related field. Bachelor's degree is desirable. Experience: Two years of progressively responsible experience in a position comparable to Administrative Assistant II level position in the City of Oakland, or five years of increasingly responsible experience providing administrative and clerical support to an executive management level position or elected official. Supplemental Information This is an at-will position, exempt from the provisions of the City of Oakland Civil Service Rules, per Charter Section 902. All applications received will be forwarded to the Human Resources Management Department for further consideration. Meeting the minimum qualification requirements may not result in further consideration, only the most qualified candidates will be contacted for interviews. What’s in it for you? Work/Life Balance: 37.5-hour work weeks and potential for a flexible/hybrid remote schedule. 15 paid holidays Vacation: 2 weeks per year minimum with the ability to accrue more depending on public sector years of service Retirement: CalPERS (California Public Employees’ Retirement System) with a pension formula of 2.5% @ 55 (for Classic CalPERS members) and 2% @ 62 for new CalPERS members. Classic Employees contribute 8% of pre-tax wages. The City of Oakland does not participate in Social Security Health: The City of Oakland offers dental, vision and a variety of HMO and PPO health plans. Sick leave: Employees accrue 12 days per year Deferred Compensation: 457(b) pre-tax plan and an after-tax ROTH 401(k)plan Other benefits include a Flexible Spending Account, Wellness Program, Employee Assistance Program, Life Insurance, Tuition Reimbursement, Employee Training and Development, & Telecommuting Incumbent may be eligible for a hybrid work schedule, based on the business needs of the department. Applicants are required to submit criminal history information upon request after receiving a conditional offer of employment. If the requested information is not furnished in a timely manner, applicants will not qualify for further consideration and will be removed from the eligible list. Disaster Service Workers All employees are designated Disaster Service Workers through state and local law. Employees are required to complete all Disaster Service Worker-related training as assigned and to return to work as ordered in the event of an emergency. How to Apply Apply prior to the closing time of the job announcement and allow at least two to three hours to submit your application if you are a new user of the system. APPLICATIONS ARE ACCEPTED ONLINE ONLY. You may apply and view current openings by visiting our employment opportunities webpage at: http://agency.governmentjobs.com/oaklandca/default.cfm. If you do not have access to a computer, there are computer stations available at any City of Oakland Public Library. There are also workstations at the Human Resources Management Department, 150 Frank H. Ogawa Plaza, 2nd Floor, Oakland, CA 94612. Workstations are available during regular business hours (normally 9:00 a.m. to 5:00 p.m.). Our online application system is provided by GovernmentJobs. If you have problems while applying online, please contact GovernmentJobs Live Applicant Support at (855) 524-5627 between 6:00 AM and 5:00 PM Pacific Time, Monday - Friday. You may also call the City of Oakland Human Resources Management Department during regular business hours at (510) 238-3112 for information; however, we are unable to provide technical support for the online application system. For recruitment-specific questions, please contact Lara Williams at lwilliams@oaklandca.gov . The City of Oakland is committed to the wellbeing of its employees and offers comprehensive health and wellness services along with an array of other benefits for most positions. Benefits may include*: • CalPERS Medical • Dental • Vision • Medical Waiver Plan - Cash-In-Lieu • Flexible Spending Accounts • Commuter Benefits • Group & Supplemental Life Insurance • Employee Assistance Program (EAP) • Guaranteed Ride Home (GRH) • Pension Benefits • Deferred Compensation * Specific benefits may vary depending on the assignedspecific bargaining unit. Information regarding most benefits can be reviewed here: Employee Benefits Information Current MOUs may be reviewed here: City of Oakland Labor Agreements Closing Date/Time: 9/18/2024 11:59 PM Pacific
Announcement Number: 1089833440 JOE LOMBARDO STATE OF NEVADA J.J. GOICOECHEA, DVM Governor Director Las Vegas Office: Elko Office: 2300 East St. Louis Ave. 4780 East Idaho Street Las Vegas, NV 89104-4211 Elko, NV 89801-4672 (702) 668-4590 (775) 738-8076 Fax (702) 668-4567 Fax (775) 738-2639 DEPARTMENT OF AGRICULTURE 405 South 21st Street Sparks, Nevada 89431-5557 Telephone (775) 353-3601 Fax (775) 353-3661 Website: http://www.agri.nv.gov NDA Rev. 03-2019 UNCLASSIFIED JOB ANNOUNCEMENT EXECUTIVE ASSISTANT September 11, 2024 Recruitment Open To: This is an open competitive recruitment, open to all qualified applicants. This is a full-time, unclassified position that is appointed by and serves at the pleasure of the Director of the Nevada Department of Agriculture (NDA). AGENCY RESPONSIBILITIES: The NDA's mission is to preserve, protect and promote Nevada agriculture. Through its five divisions Administrative Services, Animal Industry, Measurement Standards, Food and Nutrition, and Plant Health and Compliance and 225 dedicated employees, the NDA supports agriculture and food manufacturing industries while also ensuring a safe food supply, protecting, and promoting the livestock industry of the state of Nevada, worker safety through regulatory and administrative practices, and public and environmental health. The NDA also provides oversight for the United States Department of Agriculture's school and community nutrition food distribution programs, ensuring food security for all Nevadans. POSITION DESCRIPTION: The executive assistant provides the highest level of administrative support to the director of the Nevada Department of Agriculture. Assigned responsibilities include resolving administrative questions and issues on behalf of the director and transmitting and following-up on directives, instructions and assignments from the director to department staff. This position acts as a liaison, representing the director when conferring with division administrators, managers, state, federal and local government officials, board members, industry representatives and the public concerning department program activities and operations. This position acts with authority as an intermediary on delegated administrative support matters requiring independent judgment, initiative and discretion in making determinations on varied problems and situations regarding issues of importance to the department, often with a high consequence of error. This position coordinates appointments, engagements, meetings and conferences requiring occasional travel around the state to provide on-site administrative support for the director. This position organizes quarterly Board of Agriculture meetings on behalf of the director, including assisting in the preparation of the agenda and materials, taking minutes, and coordinating speakers, public comment, logistics and board travel. MINIMUM REQUIREMENTS: This position requires a minimum of 5 years of administrative assistant experience at the leadership level or equivalent experience. JOE LOMBARDO J.J. GOICOECHEA, DVM Governor Director Las Vegas Office: Elko Office: 2300 E. St. Louis Ave. 4780 E. Idaho Street Las Vegas, NV 89104-4211 Elko, NV 89801-4672 (702) 668-4590 (775) 738-8076 Fax (702) 668-4567 Fax (775) 738-2639 NDA Rev. 03-2019 Page | 2 STATE OF NEVADA DEPARTMENT OF AGRICULTURE 405 South 21st Street Sparks, Nevada 89431-5557 Telephone (775) 353-3601 Fax (775) 353-3661 Website: http://www.agri.nv.gov TO QUALIFY: Candidates for this position must have: • Strong organizational, time management and planning skills • Strong literacy, reasoning and thinking skills • Clear and effective verbal communication skills to be able to convey accurate and concise information to all audiences • Strong business writing skills and the ability to synthesize technical or commercial information • Strong professional ethics and discretion • Experience in research and evaluation of data and preparation of professional reports and presentations • Experience managing projects and events • Experience reviewing and developing policies, procedures, and best practices • Advanced Microsoft Office computer skills • Experience with Nevada Open Meeting Law is preferred, but not required • Experience in updating and maintaining websites and/or web pages is preferred, but not required LOCATION: Sparks, Nevada. APPROXIMATE Annual Salary: Up to $79,532 plus benefits* (Salary range reflects retirement (PERS) contributions by both the employee and employer. An employer paid contribution plan is also available with a reduced gross salary.) Benefits: Medical, dental, vision care, life and disability insurance programs are available; eleven paid holidays per year; three weeks of annual leave; three weeks of sick leave; state defined benefit retirement plan; tax-sheltered deferred compensation plan available. State employees do not contribute to Social Security; however, a small Medicare deduction is required. Long-term employees enjoy additional benefits. For additional information, please visit the Department of Administration's Division of Human Resource Management, the Nevada Public Employees Benefits Program, and the Public Employees Retirement System of Nevada. RESUMES WILL BE ACCEPTED UNTIL OCTOBER 31, 2024 All resumes will be accepted on a first come, first served basis. Hiring may occur at any time during the recruitment process. All submittals shall include a cover letter, resume, and the name, address, email address, and telephone number for five professional references. SUBMIT RESUMES/DIRECT INQUIRIES TO: Jamie Thompson, Personnel Analyst I, jthompson@agri.nv.gov In subject line please reference: Executive Assistant/How you heard about this position. The State of Nevada is committed to Equal Employment Opportunity/Affirmative Action in recruitment of its employees and does not discriminate on the basis of race, color, national origin, religion or belief, age, disability, sex, sexual orientation, gender identity or expression, pregnancy, domestic partnership, genetic information (GINA), or compensation and/or wages. Closing Date/Time: Until recruitment needs are satisfied
Sep 12, 2024
Full Time
Announcement Number: 1089833440 JOE LOMBARDO STATE OF NEVADA J.J. GOICOECHEA, DVM Governor Director Las Vegas Office: Elko Office: 2300 East St. Louis Ave. 4780 East Idaho Street Las Vegas, NV 89104-4211 Elko, NV 89801-4672 (702) 668-4590 (775) 738-8076 Fax (702) 668-4567 Fax (775) 738-2639 DEPARTMENT OF AGRICULTURE 405 South 21st Street Sparks, Nevada 89431-5557 Telephone (775) 353-3601 Fax (775) 353-3661 Website: http://www.agri.nv.gov NDA Rev. 03-2019 UNCLASSIFIED JOB ANNOUNCEMENT EXECUTIVE ASSISTANT September 11, 2024 Recruitment Open To: This is an open competitive recruitment, open to all qualified applicants. This is a full-time, unclassified position that is appointed by and serves at the pleasure of the Director of the Nevada Department of Agriculture (NDA). AGENCY RESPONSIBILITIES: The NDA's mission is to preserve, protect and promote Nevada agriculture. Through its five divisions Administrative Services, Animal Industry, Measurement Standards, Food and Nutrition, and Plant Health and Compliance and 225 dedicated employees, the NDA supports agriculture and food manufacturing industries while also ensuring a safe food supply, protecting, and promoting the livestock industry of the state of Nevada, worker safety through regulatory and administrative practices, and public and environmental health. The NDA also provides oversight for the United States Department of Agriculture's school and community nutrition food distribution programs, ensuring food security for all Nevadans. POSITION DESCRIPTION: The executive assistant provides the highest level of administrative support to the director of the Nevada Department of Agriculture. Assigned responsibilities include resolving administrative questions and issues on behalf of the director and transmitting and following-up on directives, instructions and assignments from the director to department staff. This position acts as a liaison, representing the director when conferring with division administrators, managers, state, federal and local government officials, board members, industry representatives and the public concerning department program activities and operations. This position acts with authority as an intermediary on delegated administrative support matters requiring independent judgment, initiative and discretion in making determinations on varied problems and situations regarding issues of importance to the department, often with a high consequence of error. This position coordinates appointments, engagements, meetings and conferences requiring occasional travel around the state to provide on-site administrative support for the director. This position organizes quarterly Board of Agriculture meetings on behalf of the director, including assisting in the preparation of the agenda and materials, taking minutes, and coordinating speakers, public comment, logistics and board travel. MINIMUM REQUIREMENTS: This position requires a minimum of 5 years of administrative assistant experience at the leadership level or equivalent experience. JOE LOMBARDO J.J. GOICOECHEA, DVM Governor Director Las Vegas Office: Elko Office: 2300 E. St. Louis Ave. 4780 E. Idaho Street Las Vegas, NV 89104-4211 Elko, NV 89801-4672 (702) 668-4590 (775) 738-8076 Fax (702) 668-4567 Fax (775) 738-2639 NDA Rev. 03-2019 Page | 2 STATE OF NEVADA DEPARTMENT OF AGRICULTURE 405 South 21st Street Sparks, Nevada 89431-5557 Telephone (775) 353-3601 Fax (775) 353-3661 Website: http://www.agri.nv.gov TO QUALIFY: Candidates for this position must have: • Strong organizational, time management and planning skills • Strong literacy, reasoning and thinking skills • Clear and effective verbal communication skills to be able to convey accurate and concise information to all audiences • Strong business writing skills and the ability to synthesize technical or commercial information • Strong professional ethics and discretion • Experience in research and evaluation of data and preparation of professional reports and presentations • Experience managing projects and events • Experience reviewing and developing policies, procedures, and best practices • Advanced Microsoft Office computer skills • Experience with Nevada Open Meeting Law is preferred, but not required • Experience in updating and maintaining websites and/or web pages is preferred, but not required LOCATION: Sparks, Nevada. APPROXIMATE Annual Salary: Up to $79,532 plus benefits* (Salary range reflects retirement (PERS) contributions by both the employee and employer. An employer paid contribution plan is also available with a reduced gross salary.) Benefits: Medical, dental, vision care, life and disability insurance programs are available; eleven paid holidays per year; three weeks of annual leave; three weeks of sick leave; state defined benefit retirement plan; tax-sheltered deferred compensation plan available. State employees do not contribute to Social Security; however, a small Medicare deduction is required. Long-term employees enjoy additional benefits. For additional information, please visit the Department of Administration's Division of Human Resource Management, the Nevada Public Employees Benefits Program, and the Public Employees Retirement System of Nevada. RESUMES WILL BE ACCEPTED UNTIL OCTOBER 31, 2024 All resumes will be accepted on a first come, first served basis. Hiring may occur at any time during the recruitment process. All submittals shall include a cover letter, resume, and the name, address, email address, and telephone number for five professional references. SUBMIT RESUMES/DIRECT INQUIRIES TO: Jamie Thompson, Personnel Analyst I, jthompson@agri.nv.gov In subject line please reference: Executive Assistant/How you heard about this position. The State of Nevada is committed to Equal Employment Opportunity/Affirmative Action in recruitment of its employees and does not discriminate on the basis of race, color, national origin, religion or belief, age, disability, sex, sexual orientation, gender identity or expression, pregnancy, domestic partnership, genetic information (GINA), or compensation and/or wages. Closing Date/Time: Until recruitment needs are satisfied
REGIONAL GOVERNMENT SERVICES
Truckee, California, United States
Position Description Are you a highly organized, detail-oriented professional with a passion for public service? Are you a self-starter who excels at working with members of the community, department managers, and public officials to provide excellent service? If you thrive in a fast-paced setting and are eager to make a meaningful impact in your community, the Truckee Donner Public Utility District invites you to apply for the next District Clerk/Executive Assistant. Regional Government Services and its staff are conducting the recruitment on behalf of the Truckee Donner Utility District THE POSITION Under the general supervision of the General Manager, manages and administers the District Clerk functions of the District, provides complex administrative duties to the General Manager and the Board of Directors with a high degree of professionalism, confidentiality, discretion, and judgement. Coordinates and attends Board Meetings and ensures legislative actions are recorded by applicable laws. As the custodian of records, this position is responsible for records management of the District and, serves as the election officer for the District. THE IDEAL CANDIDATE WILL BE : Experienced in providing support to an executive team in addition to managing a service area of records management and Board support. Exceptionally organized with keen attention to detail. Adaptable and effective in fast-paced settings. Self-driven with a strong sense of accountability. Experienced and committed to maintaining confidentiality. Committed to upholding the highest standards of integrity and ethics. Able to use tact, initiative, prudence, and independent judgment within general policy, procedures, and legal guidelines. Knowledgeable of applicable federal, state, and local laws, rules, regulations, ordinances, and organizational policies and procedures including the Public Records Act, and the Brown Act. Skilled with technology software and systems in order to schedule and post meetings and organize agenda packets and public documents. Adept with written and oral communication in order to effectively communicate in a clear, concise, professional, proactive, approachable, and responsive nature with board members, executive staff, the public, and employees. Experienced in maintaining administrative files including historical legal documents, resolutions, policies, and agreements. Available to attend Board meetings, prepare minutes and other documents, and direct the publication, filing, indexing and safekeeping of all proceedings of the Board. Experienced using software such as Microsoft Word and Excel at least an intermediate level. COMPETENCIES Adaptability and Flexibility - Shifts gears comfortably Attention to Detail - Accomplishes tasks with thoroughness and accuracy Communication - Effectively conveys and exchange thoughts, options, and information verbally and in writing Customer Service - Maintains ongoing client relationships Inclusiveness - Respects and values working in a diverse environment Interpersonal Relations and Skills - Builds relationships based on mutual trust and respect Initiative -Assesses and initiates things independently Leadership - Inspires others toward a common vision and fosters trust and ethics. Reliability and Commitment - Demonstrates alignment with the mission of the organization and the dedication to the organization’s goals. Time Management and Organization - Plans and executes plans for events, tasks, and processes in an efficient manner ABOUT THE TRUCKEE DONNER UTILITY DISTRICT Nestled in the Sierra Nevada mountains of Northern California, Truckee is a four-season destination known for its colorful history, stunning scenery, and world-class outdoor adventure. The Truckee Donner Public Utility District provides reliable, high-quality utility and customer services while managing District resources in a safe, open, responsible, and environmentally sound manner at the lowest practical cost. Our eighty employees provide these services through our four departments: Electricity, Water, Conservation, and Administration. The Electric Utility Services department is responsible for operating, maintaining, repairing and expanding our electric distribution system. The department has a responsibility to provide effective and efficient maintenance and replacement programs and to provide effective, efficient and safe operations. The Water Operations departmentsystem is complex and expensive to operate, maintain, repair and replace, a factor of our mountain environment Our water supply is the Martis Valley in the southeast portion of our service territory. Our customer base is spread over forty-four square miles and covers an elevation change from 5,800 feet to 7,350 feet. We have eleven wells, 200 miles of pipeline, thirty-six storage tanks and 26 pump stations. The Truckee Donner Public Utility District is committed to conservation in our community! We offer a wide range of cost-effective home and business energy and water savings programs available to all qualified customers. The Administration Services department is organized into the following functional areas: customer services and collections, customer billing, meter reading, accounting and finance, information technology, data processing, personnel, risk management, safety, records management, Board support, and general management. Examples of Duties Click HERE to view the full Job Description Typical Qualifications TYPICAL QUALIFICATIONS To perform this job successfully, an individual must be able to perform each of the essential duties satisfactorily. A qualified candidate would have a combination of education and/or experience to fulfill the outlined essential duties and responsibilities of this position. Examples of qualifying education and/or experience would include the following: Equivalent to an associate degree in business or a related field. A bachelor’s degree in public or business administration is desired. Three or more years of office and records management in public administration, preferably as a deputy/district clerk. Experience in a senior administrative/records position in a municipal government, special districts, utilities, and municipal elections is desired. Successful completion of the California Special Districts Association Board Clerk Certification or the ability to obtain within a year of hire. Completion of the Certified Municipal Clerk program is desired. Supplemental Information SALARY AND BENEFITS Salary: $140,537 - $170,834 DOE Benefits: Health, Dental & Vision Plans Group Life, Long Term Disability, and Accident Insurance 10 paid holidays 1 floating holiday 40 hours vacation balance at time of hire, 10 vacation days accrued annually, increasing with tenure 10 Administrative Leave days annually Sick Leave, accrued at 1 day per month, never expire or cap CalPERS Pension Plan (PEPRA - 2@62, Classic - 2.7@55 ) Deferred Compensation plans, 457 & 401a Professional Development $500 annual Wellness Reimbursement benefit SUPPLEMENTAL INFORMATION Applications must be submitted on-line through this applicant tracking system. Materials must be complete and clearly indicate the candidate meets the minimum qualifications. Incomplete, late, emailed, and faxed applications are not accepted. Resumes are not considered in lieu of the required employment application. Certificates, resumes, and/or cover letters must be uploaded with your application through this applicant tracking system. All statements made on the application, resume, and supplemental materials are subject to verification. False statements may be cause for immediate disqualification, removal from eligibility list, or discharge from employment. The deadline to apply is October 1, 2024, at 11:59 PM PST. APPLY HERE APPLICATION PROCESS AND SELECTION PROCEDURE: Appraisal Process - (Pass/Fail) After the closing deadline, applications will be screened in relation to the criteria indicated in this announcement. This process may also include various interviews and/or a skills assessment exam to rank applications, and to prepare a Qualified Candidate List. Application - Minimum Qualification Assessment - (Pass/Fail) All completed applications and supplemental questionnaires will be reviewed and assessed for each applicant's ability to meet the minimum work experience, training, and education qualifications. Online Skills Assessment - (Pass/Fail) An Online Skills Assessment may be used to evaluate candidates’ knowledge, skills, and abilities for the position. The Online Skills Assessment may evaluate these areas of knowledge and skills. The Online Skills Assessment will be conducted via a video conference platform and is tentatively scheduled the week of October 7 , 2024 . Candidates who pass the Online Skills Assessment will be invited to participate in the next step of the Selection Process. Remote Screen Interview Exam - (100%) Candidates who pass the application assessment will be invited to a Remote Screen Interview Examination to evaluate training, experience, and other job-related qualifications for the position. The Remote Screen Interview will be conducted via a video conference platform and is tentatively scheduled for the week of October 14 , 2024. Successful candidates will be submitted to the District for further consideration. All communication and notices will be sent via e-mail. Additional inquiries about the position may be directed to aniewald@rgs.ca.gov . Neither Regional Government Services nor the Truckee Donner Utility District are responsible for failure of internet forms or email in submitting your application. Candidates who may require special assistance in any phase of the application or selection process should advise Regional Government Services by mailing aniewald@rgs.ca.gov . The Truckee Donner Utility District is an Equal Opportunity Employer. Closing Date/Time: 10/1/2024 11:59 PM Pacific
Sep 11, 2024
Full Time
Position Description Are you a highly organized, detail-oriented professional with a passion for public service? Are you a self-starter who excels at working with members of the community, department managers, and public officials to provide excellent service? If you thrive in a fast-paced setting and are eager to make a meaningful impact in your community, the Truckee Donner Public Utility District invites you to apply for the next District Clerk/Executive Assistant. Regional Government Services and its staff are conducting the recruitment on behalf of the Truckee Donner Utility District THE POSITION Under the general supervision of the General Manager, manages and administers the District Clerk functions of the District, provides complex administrative duties to the General Manager and the Board of Directors with a high degree of professionalism, confidentiality, discretion, and judgement. Coordinates and attends Board Meetings and ensures legislative actions are recorded by applicable laws. As the custodian of records, this position is responsible for records management of the District and, serves as the election officer for the District. THE IDEAL CANDIDATE WILL BE : Experienced in providing support to an executive team in addition to managing a service area of records management and Board support. Exceptionally organized with keen attention to detail. Adaptable and effective in fast-paced settings. Self-driven with a strong sense of accountability. Experienced and committed to maintaining confidentiality. Committed to upholding the highest standards of integrity and ethics. Able to use tact, initiative, prudence, and independent judgment within general policy, procedures, and legal guidelines. Knowledgeable of applicable federal, state, and local laws, rules, regulations, ordinances, and organizational policies and procedures including the Public Records Act, and the Brown Act. Skilled with technology software and systems in order to schedule and post meetings and organize agenda packets and public documents. Adept with written and oral communication in order to effectively communicate in a clear, concise, professional, proactive, approachable, and responsive nature with board members, executive staff, the public, and employees. Experienced in maintaining administrative files including historical legal documents, resolutions, policies, and agreements. Available to attend Board meetings, prepare minutes and other documents, and direct the publication, filing, indexing and safekeeping of all proceedings of the Board. Experienced using software such as Microsoft Word and Excel at least an intermediate level. COMPETENCIES Adaptability and Flexibility - Shifts gears comfortably Attention to Detail - Accomplishes tasks with thoroughness and accuracy Communication - Effectively conveys and exchange thoughts, options, and information verbally and in writing Customer Service - Maintains ongoing client relationships Inclusiveness - Respects and values working in a diverse environment Interpersonal Relations and Skills - Builds relationships based on mutual trust and respect Initiative -Assesses and initiates things independently Leadership - Inspires others toward a common vision and fosters trust and ethics. Reliability and Commitment - Demonstrates alignment with the mission of the organization and the dedication to the organization’s goals. Time Management and Organization - Plans and executes plans for events, tasks, and processes in an efficient manner ABOUT THE TRUCKEE DONNER UTILITY DISTRICT Nestled in the Sierra Nevada mountains of Northern California, Truckee is a four-season destination known for its colorful history, stunning scenery, and world-class outdoor adventure. The Truckee Donner Public Utility District provides reliable, high-quality utility and customer services while managing District resources in a safe, open, responsible, and environmentally sound manner at the lowest practical cost. Our eighty employees provide these services through our four departments: Electricity, Water, Conservation, and Administration. The Electric Utility Services department is responsible for operating, maintaining, repairing and expanding our electric distribution system. The department has a responsibility to provide effective and efficient maintenance and replacement programs and to provide effective, efficient and safe operations. The Water Operations departmentsystem is complex and expensive to operate, maintain, repair and replace, a factor of our mountain environment Our water supply is the Martis Valley in the southeast portion of our service territory. Our customer base is spread over forty-four square miles and covers an elevation change from 5,800 feet to 7,350 feet. We have eleven wells, 200 miles of pipeline, thirty-six storage tanks and 26 pump stations. The Truckee Donner Public Utility District is committed to conservation in our community! We offer a wide range of cost-effective home and business energy and water savings programs available to all qualified customers. The Administration Services department is organized into the following functional areas: customer services and collections, customer billing, meter reading, accounting and finance, information technology, data processing, personnel, risk management, safety, records management, Board support, and general management. Examples of Duties Click HERE to view the full Job Description Typical Qualifications TYPICAL QUALIFICATIONS To perform this job successfully, an individual must be able to perform each of the essential duties satisfactorily. A qualified candidate would have a combination of education and/or experience to fulfill the outlined essential duties and responsibilities of this position. Examples of qualifying education and/or experience would include the following: Equivalent to an associate degree in business or a related field. A bachelor’s degree in public or business administration is desired. Three or more years of office and records management in public administration, preferably as a deputy/district clerk. Experience in a senior administrative/records position in a municipal government, special districts, utilities, and municipal elections is desired. Successful completion of the California Special Districts Association Board Clerk Certification or the ability to obtain within a year of hire. Completion of the Certified Municipal Clerk program is desired. Supplemental Information SALARY AND BENEFITS Salary: $140,537 - $170,834 DOE Benefits: Health, Dental & Vision Plans Group Life, Long Term Disability, and Accident Insurance 10 paid holidays 1 floating holiday 40 hours vacation balance at time of hire, 10 vacation days accrued annually, increasing with tenure 10 Administrative Leave days annually Sick Leave, accrued at 1 day per month, never expire or cap CalPERS Pension Plan (PEPRA - 2@62, Classic - 2.7@55 ) Deferred Compensation plans, 457 & 401a Professional Development $500 annual Wellness Reimbursement benefit SUPPLEMENTAL INFORMATION Applications must be submitted on-line through this applicant tracking system. Materials must be complete and clearly indicate the candidate meets the minimum qualifications. Incomplete, late, emailed, and faxed applications are not accepted. Resumes are not considered in lieu of the required employment application. Certificates, resumes, and/or cover letters must be uploaded with your application through this applicant tracking system. All statements made on the application, resume, and supplemental materials are subject to verification. False statements may be cause for immediate disqualification, removal from eligibility list, or discharge from employment. The deadline to apply is October 1, 2024, at 11:59 PM PST. APPLY HERE APPLICATION PROCESS AND SELECTION PROCEDURE: Appraisal Process - (Pass/Fail) After the closing deadline, applications will be screened in relation to the criteria indicated in this announcement. This process may also include various interviews and/or a skills assessment exam to rank applications, and to prepare a Qualified Candidate List. Application - Minimum Qualification Assessment - (Pass/Fail) All completed applications and supplemental questionnaires will be reviewed and assessed for each applicant's ability to meet the minimum work experience, training, and education qualifications. Online Skills Assessment - (Pass/Fail) An Online Skills Assessment may be used to evaluate candidates’ knowledge, skills, and abilities for the position. The Online Skills Assessment may evaluate these areas of knowledge and skills. The Online Skills Assessment will be conducted via a video conference platform and is tentatively scheduled the week of October 7 , 2024 . Candidates who pass the Online Skills Assessment will be invited to participate in the next step of the Selection Process. Remote Screen Interview Exam - (100%) Candidates who pass the application assessment will be invited to a Remote Screen Interview Examination to evaluate training, experience, and other job-related qualifications for the position. The Remote Screen Interview will be conducted via a video conference platform and is tentatively scheduled for the week of October 14 , 2024. Successful candidates will be submitted to the District for further consideration. All communication and notices will be sent via e-mail. Additional inquiries about the position may be directed to aniewald@rgs.ca.gov . Neither Regional Government Services nor the Truckee Donner Utility District are responsible for failure of internet forms or email in submitting your application. Candidates who may require special assistance in any phase of the application or selection process should advise Regional Government Services by mailing aniewald@rgs.ca.gov . The Truckee Donner Utility District is an Equal Opportunity Employer. Closing Date/Time: 10/1/2024 11:59 PM Pacific
CSU, Sacramento
6000 J Street, Sacramento, CA 95819, USA
Working Title: Executive Assistant to the Vice President for Student Affairs Classification Title: Administrative Analyst/Specialist - Exempt I Posting Details Priority Application Date (Posting will remain open until filled): Thursday, April 11th @ 11:55pm PT Hiring Preference Eligible on-campus applicants in California State University Employees Union (CSUEU) Bargaining Units 2,5,7, and 9 will be given first consideration in the recruitment. Position Summary This position is directly responsible to the Vice President for Student Affairs (VPSA), providing administrative and analytical support. Primary functions of this role include scheduling and calendar management, direct communication with staff and students, and project management. The incumbent is responsible for direct interaction with students, students’ families, upper-level campus administrators, community members, private and government officials, as well as staff in the Chancellor’s Office. As a part of these interactions, the incumbent will receive and disseminate sensitive information that must be treated with a significant level of judgement and discretion. Furthermore, this incumbent provides lead work direction to an ASC II and works collaboratively with staff throughout the division on multiple projects supporting division and university priorities and activities. FLSA : Exempt (not eligible for overtime) Anticipated Hiring Range : $4,379 per month - $6,000 per month CSU Classification Salary Range : $ 4,379 per month - $ 7,922 per month Best-in-class Benefits : Click here to learn more CSU Total Compensation : Click here to learn more Salary Grade/Range : 2 Recruitment Type : Regular/Probationary Time Base : Full-Time Work Hours : Monday - Friday 8:00 a.m. - 5:00 p.m. with the ability to flex a work schedule to fit the specific needs of the VPSA (e.g. early evening work, occasional weekend work, and occasional travel if needed) Department Information Student Affairs - Where the Students Come First. With more than 50 departments and programs, we strive to provide comprehensive administrative services, academic support and a vibrant campus life experience for our students. For more information visit https://www.csus.edu/student-affairs/ Minimum Qualifications Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs. Required Qualifications Working knowledge of most common laws and policies regarding confidentiality and the ability to appropriately handle highly sensitive and confidential information. Effective interpersonal skills and the ability to interact productively with students and their families, people at all levels of the organization, high level legislative representatives, executives and representatives from external partners and the general public. Experience in appointment and meeting scheduling, with the ability to effectively manage time and priorities. Experience in travel and event planning, including purchasing and using excellent organizational and collaboration skills. Experience in workflow and/or project management with the ability to effectively organize, multitask, delegate, and timely and appropriate follow up. Ability to be flexible and adapt to rapidly changing priorities; ability to flex a work schedule to fit the specific needs of the VPSA (e.g. early evening work, occasional weekend work, and occasional travel if needed.) Ability to work in a fast-paced, sometimes high-pressure environment while simultaneously juggling multiple high priority tasks. Ability to work independently and as a member of a highly collegial and productive team. Ability to interpret policies, procedures, and other institutional commiques and summarize them and/or communicate them effectively to others in writing or verbally with tact and diligence. Ability to use standard office equipment (e.g. PC and laptop computers, color and laser printers, scanners, copiers, fax machine, multi-line phone system, voicemail, LCD projector). Proficiency in Microsoft Office software with advanced skills in Microsoft Word, Outlook, Excel, PowerPoint and Teams. Proficiency in proof-reading and researching information, on the internet or through other sources, and providing brief, executive level summaries when needed. Commitment to maintaining a welcoming and inclusive work environment with diverse colleagues and constituents including faculty, students, staff, and members of the community. Condition of Employment: - Ability to pass a background check Preferred Qualifications Baccalaureate, associate degree, administration certificate or other equivalent credentials or experience. Five or more years’ experience working with a high-level administrator in an educational or similar setting or in a complex business environment. Direct experience and knowledge of working in an educational and/or university environment. Experience using PeopleSoft (Common Management System) Acrobat Sign, Zoom, Adobe, Concur (travel) and Visio (workflow processing). Documents Needed to Apply Resume and Cover Letter. Failure to provide these documents may result in disqualification. About Sacramento State Sacramento State is located in the heart of California’s capital city, five miles from State Capitol. The lush, 300-acre campus is situated along the American River, close to numerous bike trails and other recreational areas. Sacramento, also known as the “Farm-to-Fork Capital,” is one of the most ethnically diverse and livable cities in the country, with a population of half of a million. Sacramento State is a Hispanic and AANAPISI serving institution with about 31,000 students coming not only from the Greater Sacramento Region, but also from across the state, country, and world. Our 1,800 faculty and 1,500 staff are committed to meeting our mission: “As California’s capital university, we transform lives by preparing students to lead, serve, and succeed. Sacramento State will be a welcoming, caring, and inclusive leader in education, innovation, and engagement.” As the regional hub of higher education, Sacramento State is dedicated to learning and student success ; teaching, research, scholarship and creative activity ; justice, diversity, equity and inclusion ; resource development and sustainability ; dedicated community engagement , and wellness and safety . As evidenced by the values embedded in our Hornet Honor Code , Sacramento State is committed to creating an inclusive environment where all faculty, staff, students, and guests are welcome and valued. Our commitment is more than simply ensuring that our campus is free from bias and discrimination, but is one devoted to celebrating many diverse identities, life experiences, and perspectives that enrich our community, teaching and learning. To learn more about why you should join the Hornet Family, please visit the Why Sac State? page. Equal Employment Opportunity California State University, Sacramento is an Affirmative Action/Equal Opportunity Employer and has a strong institutional commitment to the principle of diversity in all areas. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, sex, gender identity/expression, sexual orientation, pregnancy, genetic information, medical condition, marital status, veteran status, or disability. Sacramento State hires only those individuals who are lawfully authorized to accept employment in the United States. It is the policy of California State University, Sacramento to provide reasonable accommodations for qualified persons with disabilities who are employees or applicants for employment. If you need a disability related reasonable accommodation as part of the application and/or interviewing process, visit https://www.csus.edu/administration-business-affairs/human-resources/benefits/reasonable-accomodation.html . The University is committed to creating an education and working environment free from discrimination, sexual harassment, sexual violence, domestic violence, dating violence, and stalking. For more information on mandatory training for new employees, visit https://www.csus.edu/administration-business-affairs/human-resources/learning-development/csu-learn.html . Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Fire Safety Right-To-know Act Notification: Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the current Annual Security Report (ASR) is available for viewing at https://www.csus.edu/clery . The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Sacramento State for the last three (3) calendar years. Paper copies are available upon request at the Police Service Center located in the University Union. Background Check Disclaimer A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with California State University, Sacramento. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current California State University, Sacramento employees who apply for the position. COVID19 Vaccination Policy Effective May 2023, per the CSU COVID-19 Vaccination Policy , it is strongly recommended that all California State University, Sacramento employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications. Out of State Employment Sacramento State University, as part of the CSU system, is a State of California Employer. As such, the University requires all employees (up)on date of hire to reside in the State of California. As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California. Eligibility Verification Candidate must furnish proof of eligibility to work in the U.S. California State University, Sacramento is not a sponsoring agency for staff and management positions (ie. H-1-B Visa). Note to Applicants: Possession of the minimum qualifications does not guarantee an interview unless required by collective bargaining agreement. Advertised: Mar 19 2024 Pacific Daylight Time Applications close: Closing Date/Time:
Jul 14, 2024
Working Title: Executive Assistant to the Vice President for Student Affairs Classification Title: Administrative Analyst/Specialist - Exempt I Posting Details Priority Application Date (Posting will remain open until filled): Thursday, April 11th @ 11:55pm PT Hiring Preference Eligible on-campus applicants in California State University Employees Union (CSUEU) Bargaining Units 2,5,7, and 9 will be given first consideration in the recruitment. Position Summary This position is directly responsible to the Vice President for Student Affairs (VPSA), providing administrative and analytical support. Primary functions of this role include scheduling and calendar management, direct communication with staff and students, and project management. The incumbent is responsible for direct interaction with students, students’ families, upper-level campus administrators, community members, private and government officials, as well as staff in the Chancellor’s Office. As a part of these interactions, the incumbent will receive and disseminate sensitive information that must be treated with a significant level of judgement and discretion. Furthermore, this incumbent provides lead work direction to an ASC II and works collaboratively with staff throughout the division on multiple projects supporting division and university priorities and activities. FLSA : Exempt (not eligible for overtime) Anticipated Hiring Range : $4,379 per month - $6,000 per month CSU Classification Salary Range : $ 4,379 per month - $ 7,922 per month Best-in-class Benefits : Click here to learn more CSU Total Compensation : Click here to learn more Salary Grade/Range : 2 Recruitment Type : Regular/Probationary Time Base : Full-Time Work Hours : Monday - Friday 8:00 a.m. - 5:00 p.m. with the ability to flex a work schedule to fit the specific needs of the VPSA (e.g. early evening work, occasional weekend work, and occasional travel if needed) Department Information Student Affairs - Where the Students Come First. With more than 50 departments and programs, we strive to provide comprehensive administrative services, academic support and a vibrant campus life experience for our students. For more information visit https://www.csus.edu/student-affairs/ Minimum Qualifications Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs. Required Qualifications Working knowledge of most common laws and policies regarding confidentiality and the ability to appropriately handle highly sensitive and confidential information. Effective interpersonal skills and the ability to interact productively with students and their families, people at all levels of the organization, high level legislative representatives, executives and representatives from external partners and the general public. Experience in appointment and meeting scheduling, with the ability to effectively manage time and priorities. Experience in travel and event planning, including purchasing and using excellent organizational and collaboration skills. Experience in workflow and/or project management with the ability to effectively organize, multitask, delegate, and timely and appropriate follow up. Ability to be flexible and adapt to rapidly changing priorities; ability to flex a work schedule to fit the specific needs of the VPSA (e.g. early evening work, occasional weekend work, and occasional travel if needed.) Ability to work in a fast-paced, sometimes high-pressure environment while simultaneously juggling multiple high priority tasks. Ability to work independently and as a member of a highly collegial and productive team. Ability to interpret policies, procedures, and other institutional commiques and summarize them and/or communicate them effectively to others in writing or verbally with tact and diligence. Ability to use standard office equipment (e.g. PC and laptop computers, color and laser printers, scanners, copiers, fax machine, multi-line phone system, voicemail, LCD projector). Proficiency in Microsoft Office software with advanced skills in Microsoft Word, Outlook, Excel, PowerPoint and Teams. Proficiency in proof-reading and researching information, on the internet or through other sources, and providing brief, executive level summaries when needed. Commitment to maintaining a welcoming and inclusive work environment with diverse colleagues and constituents including faculty, students, staff, and members of the community. Condition of Employment: - Ability to pass a background check Preferred Qualifications Baccalaureate, associate degree, administration certificate or other equivalent credentials or experience. Five or more years’ experience working with a high-level administrator in an educational or similar setting or in a complex business environment. Direct experience and knowledge of working in an educational and/or university environment. Experience using PeopleSoft (Common Management System) Acrobat Sign, Zoom, Adobe, Concur (travel) and Visio (workflow processing). Documents Needed to Apply Resume and Cover Letter. Failure to provide these documents may result in disqualification. About Sacramento State Sacramento State is located in the heart of California’s capital city, five miles from State Capitol. The lush, 300-acre campus is situated along the American River, close to numerous bike trails and other recreational areas. Sacramento, also known as the “Farm-to-Fork Capital,” is one of the most ethnically diverse and livable cities in the country, with a population of half of a million. Sacramento State is a Hispanic and AANAPISI serving institution with about 31,000 students coming not only from the Greater Sacramento Region, but also from across the state, country, and world. Our 1,800 faculty and 1,500 staff are committed to meeting our mission: “As California’s capital university, we transform lives by preparing students to lead, serve, and succeed. Sacramento State will be a welcoming, caring, and inclusive leader in education, innovation, and engagement.” As the regional hub of higher education, Sacramento State is dedicated to learning and student success ; teaching, research, scholarship and creative activity ; justice, diversity, equity and inclusion ; resource development and sustainability ; dedicated community engagement , and wellness and safety . As evidenced by the values embedded in our Hornet Honor Code , Sacramento State is committed to creating an inclusive environment where all faculty, staff, students, and guests are welcome and valued. Our commitment is more than simply ensuring that our campus is free from bias and discrimination, but is one devoted to celebrating many diverse identities, life experiences, and perspectives that enrich our community, teaching and learning. To learn more about why you should join the Hornet Family, please visit the Why Sac State? page. Equal Employment Opportunity California State University, Sacramento is an Affirmative Action/Equal Opportunity Employer and has a strong institutional commitment to the principle of diversity in all areas. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, sex, gender identity/expression, sexual orientation, pregnancy, genetic information, medical condition, marital status, veteran status, or disability. Sacramento State hires only those individuals who are lawfully authorized to accept employment in the United States. It is the policy of California State University, Sacramento to provide reasonable accommodations for qualified persons with disabilities who are employees or applicants for employment. If you need a disability related reasonable accommodation as part of the application and/or interviewing process, visit https://www.csus.edu/administration-business-affairs/human-resources/benefits/reasonable-accomodation.html . The University is committed to creating an education and working environment free from discrimination, sexual harassment, sexual violence, domestic violence, dating violence, and stalking. For more information on mandatory training for new employees, visit https://www.csus.edu/administration-business-affairs/human-resources/learning-development/csu-learn.html . Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Fire Safety Right-To-know Act Notification: Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the current Annual Security Report (ASR) is available for viewing at https://www.csus.edu/clery . The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Sacramento State for the last three (3) calendar years. Paper copies are available upon request at the Police Service Center located in the University Union. Background Check Disclaimer A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with California State University, Sacramento. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current California State University, Sacramento employees who apply for the position. COVID19 Vaccination Policy Effective May 2023, per the CSU COVID-19 Vaccination Policy , it is strongly recommended that all California State University, Sacramento employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications. Out of State Employment Sacramento State University, as part of the CSU system, is a State of California Employer. As such, the University requires all employees (up)on date of hire to reside in the State of California. As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California. Eligibility Verification Candidate must furnish proof of eligibility to work in the U.S. California State University, Sacramento is not a sponsoring agency for staff and management positions (ie. H-1-B Visa). Note to Applicants: Possession of the minimum qualifications does not guarantee an interview unless required by collective bargaining agreement. Advertised: Mar 19 2024 Pacific Daylight Time Applications close: Closing Date/Time:
California State Polytechnic University Pomona
3801 West Temple Avenue, Pomona, CA 91768, USA
Type of Appointment : Full-Time, Probationary Collective Bargaining Unit : Non Represented Job Classification : Confidential Administrative Support II Anticipated Hiring Amount: $7,000 - $8,250 per month Work Hours : Monday - Friday 8:00am-5:00pm THE DEPARTMENT The President is the Chief Executive Officer of the university and ultimately is responsible for all operational aspects and strategic initiatives of the university, including student recruitment, retention and graduation; academic policies and programs; state and non-state operating budgets; personnel policies and procedures; external outreach, collaboration and fund raising. The Executive Assistant will provide executive-level assistance to the Vice President and Chief of Staff and will support the People, Culture, and Institutional Affairs (PCIA) unit within the Office of the President. DUTIES AND RESPONSIBILITIES Executive Support: Manages and maintains the calendar for the VP/Chief of Staff (VP/COS); communicates with key stakeholders, schedules meetings and coordinates all logistics on behalf of the VP/COS. Supports the smooth functioning, communication, and coordination of the People, Culture and Institutional Affairs (PCIA) unit by supporting leadership team meetings and strategic agenda. Tracks and prioritizes projects, communications and expectations from the Office of the Chancellor, legislation, initiatives, events, conferences, and meetings. Provides coordination of various projects, initiatives, events, conferences and meetings. Tracks budget expenditures and stewards the execution of contracts and agreements for events and projects to include both state and foundation funding sources. Arranges travel and accommodations; preparing expense reports in Concur. Develops and implements organizational systems and protocols to ensure accurate record keeping. Proofs correspondence and documents prepared by the VP/COS and for the President. Analyzes policies and research relevant documents as needed to assist in drafting executive-level briefing papers and reports, presentations and communication under the general direction of the VP/COS. Provides and analyzes data for reporting and ad hoc requests. Provides support for committees and working groups chaired by the VP/COS. Participates in meetings as requested, keeps minutes and action items for follow up and to advance coordination among collaborating units. Involved in communication that may affect bargaining unit conditions, negotiations or grievances among various bargaining unit personnel. Assists with other tasks and duties as assigned by the President’s Office. QUALIFICATIONS Bachelor's Degree - or equivalent relevant experience that demonstrates the ability to perform the essential functions of the position. Valid CA driver's license and insurance. Five years of experience interpreting administrative or HR policies and procedures. Five years of progressively responsible administrative support experience. Ability to interpret policies and procedures; to research best practices to address the unique needs and capabilities of the institution; organize and effectively convey information in a technological environment; analyze, organize and present data and information in a concise and logical manner; establish and maintain cooperative working relationships within an academic environment. Superior written and oral communication along with interpersonal skills, including the ability to collaborate with multiple constituencies to draft clear and concise reports. Excellent organizational skills, and the ability to manage multiple assignments and projects simultaneously. Demonstrated proactive approaches to problem-solving with strong decision-making capability. General knowledge of principles of administration and human resources; trends, best practices and benchmarking in higher education. Critical thinking and problem solving skills. Preferred Qualifications Master's degree. Experience supporting at a level of Vice President or Dean is highly desirable. Successful experience in a public, four-year institution of higher education within a collaborative bargaining environment. Experience or knowledge of the CSU system. Equity, Diversity, and Inclusion At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success. We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched the Black Thriving Initiative recognizing that Cal Poly Pomona’s future as a university must be linked to the success of its Black community. More information about our campus initiatives can be found on the Office of Inclusive Excellence’s website . Out of State Work The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to https://calstate.policystat.com/policy/10899725/latest/ . Background Check Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to https://calstate.policystat.com/policy/13813878/latest/ . CSU Classification This position is not a part of a bargaining unit, the CSU Classification Standards for this position are located on the following site, https://www.calstate.edu/csu-system/careers/compensation/Pages/Classification-Standards.aspx . The CSU Salary Schedule is located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/salary-schedule-documents.aspx . The classification salary range for this position according to the respective skill level is minimum $4,464 and maximum $10,689 per month. Please refer back to the anticipated hiring range for the appropriate salary rate for this particular position. Employment Eligibility Verification Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go to https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents . Security & Fire Safety In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf . Pay Transparency Nondiscrimination As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster . Reasonable Accommodation We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu . For more information, go to Employment Notices . Equal Employment Opportunity Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement . Other Notices For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page. Advertised: Aug 20 2024 Pacific Daylight Time Applications close: Sep 03 2024 Pacific Daylight Time Closing Date/Time:
Aug 21, 2024
Type of Appointment : Full-Time, Probationary Collective Bargaining Unit : Non Represented Job Classification : Confidential Administrative Support II Anticipated Hiring Amount: $7,000 - $8,250 per month Work Hours : Monday - Friday 8:00am-5:00pm THE DEPARTMENT The President is the Chief Executive Officer of the university and ultimately is responsible for all operational aspects and strategic initiatives of the university, including student recruitment, retention and graduation; academic policies and programs; state and non-state operating budgets; personnel policies and procedures; external outreach, collaboration and fund raising. The Executive Assistant will provide executive-level assistance to the Vice President and Chief of Staff and will support the People, Culture, and Institutional Affairs (PCIA) unit within the Office of the President. DUTIES AND RESPONSIBILITIES Executive Support: Manages and maintains the calendar for the VP/Chief of Staff (VP/COS); communicates with key stakeholders, schedules meetings and coordinates all logistics on behalf of the VP/COS. Supports the smooth functioning, communication, and coordination of the People, Culture and Institutional Affairs (PCIA) unit by supporting leadership team meetings and strategic agenda. Tracks and prioritizes projects, communications and expectations from the Office of the Chancellor, legislation, initiatives, events, conferences, and meetings. Provides coordination of various projects, initiatives, events, conferences and meetings. Tracks budget expenditures and stewards the execution of contracts and agreements for events and projects to include both state and foundation funding sources. Arranges travel and accommodations; preparing expense reports in Concur. Develops and implements organizational systems and protocols to ensure accurate record keeping. Proofs correspondence and documents prepared by the VP/COS and for the President. Analyzes policies and research relevant documents as needed to assist in drafting executive-level briefing papers and reports, presentations and communication under the general direction of the VP/COS. Provides and analyzes data for reporting and ad hoc requests. Provides support for committees and working groups chaired by the VP/COS. Participates in meetings as requested, keeps minutes and action items for follow up and to advance coordination among collaborating units. Involved in communication that may affect bargaining unit conditions, negotiations or grievances among various bargaining unit personnel. Assists with other tasks and duties as assigned by the President’s Office. QUALIFICATIONS Bachelor's Degree - or equivalent relevant experience that demonstrates the ability to perform the essential functions of the position. Valid CA driver's license and insurance. Five years of experience interpreting administrative or HR policies and procedures. Five years of progressively responsible administrative support experience. Ability to interpret policies and procedures; to research best practices to address the unique needs and capabilities of the institution; organize and effectively convey information in a technological environment; analyze, organize and present data and information in a concise and logical manner; establish and maintain cooperative working relationships within an academic environment. Superior written and oral communication along with interpersonal skills, including the ability to collaborate with multiple constituencies to draft clear and concise reports. Excellent organizational skills, and the ability to manage multiple assignments and projects simultaneously. Demonstrated proactive approaches to problem-solving with strong decision-making capability. General knowledge of principles of administration and human resources; trends, best practices and benchmarking in higher education. Critical thinking and problem solving skills. Preferred Qualifications Master's degree. Experience supporting at a level of Vice President or Dean is highly desirable. Successful experience in a public, four-year institution of higher education within a collaborative bargaining environment. Experience or knowledge of the CSU system. Equity, Diversity, and Inclusion At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success. We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched the Black Thriving Initiative recognizing that Cal Poly Pomona’s future as a university must be linked to the success of its Black community. More information about our campus initiatives can be found on the Office of Inclusive Excellence’s website . Out of State Work The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to https://calstate.policystat.com/policy/10899725/latest/ . Background Check Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to https://calstate.policystat.com/policy/13813878/latest/ . CSU Classification This position is not a part of a bargaining unit, the CSU Classification Standards for this position are located on the following site, https://www.calstate.edu/csu-system/careers/compensation/Pages/Classification-Standards.aspx . The CSU Salary Schedule is located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/salary-schedule-documents.aspx . The classification salary range for this position according to the respective skill level is minimum $4,464 and maximum $10,689 per month. Please refer back to the anticipated hiring range for the appropriate salary rate for this particular position. Employment Eligibility Verification Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go to https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents . Security & Fire Safety In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf . Pay Transparency Nondiscrimination As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster . Reasonable Accommodation We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu . For more information, go to Employment Notices . Equal Employment Opportunity Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement . Other Notices For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page. Advertised: Aug 20 2024 Pacific Daylight Time Applications close: Sep 03 2024 Pacific Daylight Time Closing Date/Time:
State of Missouri
Jefferson City, Missouri, United States
This position will be filled at a salary no higher than the posted maximum salary. Job Location: 105 W. Main, Jefferson City, MO Why you’ll love this position: The executive assistant performs standard, advanced and confidential secretarial duties requiring broad experience, skill and knowledge of department policies and practices for a department executive. Responsibilities are performed under general supervision. What you’ll do: Manages and maintains calendars, schedules meetings, and makes travel arrangements; gathers files or materials for meetings. Answers incoming telephone calls and greets office visitors and determines whether they should be given access to specific individuals; evaluates requests and routes inquiries to the appropriate department personnel. Types and formats complex forms, letters, reports, and other materials, usually requiring familiarity with specialized terminology, working from rough draft. Proofreads completed work to check for correct grammar, spelling, and to ensure proper formatting is used. Reads and analyzes incoming memos, submissions, and reports in order to determine their significance and plan their distribution; prepares responses to correspondence containing routine inquiries. Establishes and maintains paper and electronic filing systems for records, correspondence, and other material. All you need for success: Minimum Qualifications High School Diploma or GED/HiSET Four years of progressively responsible experience in office assistant or secretarial positions. More reasons to love this position: MoDOT offers an excellent benefits package that includes a defined pension plan, generous amounts of leave and holiday time, and eligibility for health insurance coverage. Visit our CAREERS page to explore all we have to offer. Your total compensation is more than the dollars you receive in your paycheck. To help demonstrate the value of working for MoDOT, we have created an interactive Total Compensation Calculator. This tool provides a comprehensive view of benefits and more that are offered to prospective employees. The Total Compensation Calculator and other applicant resources can be found HERE . At MoDOT you will play a key role in maintaining the seventh largest highway system in the United States. We value team players who are open-minded and work well with others to accomplish goals and fulfill our mission of safety, service, and stability. We see the growth of our team members as an investment, both in MoDOT's future and yours. If you're looking for diverse opportunities, challenging work, and a flexible environment, we want to talk to you about joining our winning team. MoDOT operates on shared values and your success in our organization depends upon modeling these values. CLICK HERE to view our mission, values, and tangible results. If you embrace these values, we welcome your application.
Sep 12, 2024
Full Time
This position will be filled at a salary no higher than the posted maximum salary. Job Location: 105 W. Main, Jefferson City, MO Why you’ll love this position: The executive assistant performs standard, advanced and confidential secretarial duties requiring broad experience, skill and knowledge of department policies and practices for a department executive. Responsibilities are performed under general supervision. What you’ll do: Manages and maintains calendars, schedules meetings, and makes travel arrangements; gathers files or materials for meetings. Answers incoming telephone calls and greets office visitors and determines whether they should be given access to specific individuals; evaluates requests and routes inquiries to the appropriate department personnel. Types and formats complex forms, letters, reports, and other materials, usually requiring familiarity with specialized terminology, working from rough draft. Proofreads completed work to check for correct grammar, spelling, and to ensure proper formatting is used. Reads and analyzes incoming memos, submissions, and reports in order to determine their significance and plan their distribution; prepares responses to correspondence containing routine inquiries. Establishes and maintains paper and electronic filing systems for records, correspondence, and other material. All you need for success: Minimum Qualifications High School Diploma or GED/HiSET Four years of progressively responsible experience in office assistant or secretarial positions. More reasons to love this position: MoDOT offers an excellent benefits package that includes a defined pension plan, generous amounts of leave and holiday time, and eligibility for health insurance coverage. Visit our CAREERS page to explore all we have to offer. Your total compensation is more than the dollars you receive in your paycheck. To help demonstrate the value of working for MoDOT, we have created an interactive Total Compensation Calculator. This tool provides a comprehensive view of benefits and more that are offered to prospective employees. The Total Compensation Calculator and other applicant resources can be found HERE . At MoDOT you will play a key role in maintaining the seventh largest highway system in the United States. We value team players who are open-minded and work well with others to accomplish goals and fulfill our mission of safety, service, and stability. We see the growth of our team members as an investment, both in MoDOT's future and yours. If you're looking for diverse opportunities, challenging work, and a flexible environment, we want to talk to you about joining our winning team. MoDOT operates on shared values and your success in our organization depends upon modeling these values. CLICK HERE to view our mission, values, and tangible results. If you embrace these values, we welcome your application.
CITY OF ATLANTA, GA
Atlanta, Georgia, United States
Posting Open Until Filled Salary Range: $62,880 - $70,000 The Executive Assistant provides comprehensive support to the Deputy Chief Procurement Officer (DCPO). This multifaceted role combines executive support with general office management responsibilities. The ideal candidate will be skilled in handling a wide range of administrative and executive support tasks, demonstrating the ability to work independently with little supervision. This role is pivotal in ensuring smooth operations within the department and requires exceptional communication, organizational, and time-management skills. Provide Administrative Support to the Deputy Chief Procurement Officer: o Manage and organize the DCPO's calendar, meticulously scheduling meetings and appointments. o Coordinate all aspects of travel arrangements, including booking flights, accommodations, and preparing itineraries. o Anticipate and prepare materials needed for meetings and engagements. • Serve as the First Point of Contact: o Handle all incoming communications for the DCPO, including phone calls, emails, and physical mail. o Screen and prioritize messages, ensuring timely responses and escalations when necessary. o Act as a gatekeeper, managing access to the DCPO to optimize their time and focus. • Assist in Preparation of Reports, Presentations, and Documents: o Compile and prepare various reports, presentations, and documents as required. o Ensure accuracy, clarity, and professionalism in all materials. o Utilize various software tools to create and edit documents. • Organize and Maintain Files and Records: o Keep an organized system for maintaining files and records, both digital and physical. o Ensure easy retrieval and efficient information management. o Maintain confidentiality and security of all records. • Perform Basic Office Management Duties: o Oversee the ordering and restocking of office supplies. o Ensure the maintenance and proper functioning of office equipment. o Manage the allocation and organization of office space and resources. • Act as a Liaison for Organizing Departmental Parties and Events: o Coordinate with staff and volunteers in planning and executing departmental events and parties. o Ensure clear communication and collaboration among all parties involved. o Handle logistics like venue booking, catering, and event schedules. • Execute the Requisition Process in Oracle: o Initiate the process of requisitioning departmental resources through Oracle. o Ensure accuracy and adherence to departmental policies and procedures. o Track and follow up on requisition statuses. • Manage Expense Reports and Assist with Budget Tracking: o Prepare and submit expense reports for the DCPO. o Assist in tracking and managing the office budget. o Ensure compliance with financial policies and guidelines. • Facilitate Internal Communication: o Promote effective communication within the department. o Contribute to a positive, collaborative work environment. o Relay important information and updates from the DCPO to the team. • Assist with Special Projects and Other Duties: o Provide support on special projects as assigned by the DCPO. o Adapt to varying tasks that support the department's objectives. o Be proactive in identifying areas where assistance is needed and offer support. The above statements reflect the general duties, responsibilities and competencies considered necessary to perform the essential duties and responsibilities of the job and should not be considered as a detailed description of all the work requirements of the position. COA may change the specific job duties with or without prior notice based on the needs of the organization. Knowledge, Skills, And Abilities • Strong organizational and time management skills, with the ability to prioritize effectively. • Excellent communication skills, both written and verbal. • Proficiency in Microsoft Office Suite, Oracle, and experience with office management systems. • Ability to handle confidential information with discretion. • Experience in event planning and coordination is a plus. • Knowledge of government or public sector operations is desirable.
Sep 18, 2024
Full Time
Posting Open Until Filled Salary Range: $62,880 - $70,000 The Executive Assistant provides comprehensive support to the Deputy Chief Procurement Officer (DCPO). This multifaceted role combines executive support with general office management responsibilities. The ideal candidate will be skilled in handling a wide range of administrative and executive support tasks, demonstrating the ability to work independently with little supervision. This role is pivotal in ensuring smooth operations within the department and requires exceptional communication, organizational, and time-management skills. Provide Administrative Support to the Deputy Chief Procurement Officer: o Manage and organize the DCPO's calendar, meticulously scheduling meetings and appointments. o Coordinate all aspects of travel arrangements, including booking flights, accommodations, and preparing itineraries. o Anticipate and prepare materials needed for meetings and engagements. • Serve as the First Point of Contact: o Handle all incoming communications for the DCPO, including phone calls, emails, and physical mail. o Screen and prioritize messages, ensuring timely responses and escalations when necessary. o Act as a gatekeeper, managing access to the DCPO to optimize their time and focus. • Assist in Preparation of Reports, Presentations, and Documents: o Compile and prepare various reports, presentations, and documents as required. o Ensure accuracy, clarity, and professionalism in all materials. o Utilize various software tools to create and edit documents. • Organize and Maintain Files and Records: o Keep an organized system for maintaining files and records, both digital and physical. o Ensure easy retrieval and efficient information management. o Maintain confidentiality and security of all records. • Perform Basic Office Management Duties: o Oversee the ordering and restocking of office supplies. o Ensure the maintenance and proper functioning of office equipment. o Manage the allocation and organization of office space and resources. • Act as a Liaison for Organizing Departmental Parties and Events: o Coordinate with staff and volunteers in planning and executing departmental events and parties. o Ensure clear communication and collaboration among all parties involved. o Handle logistics like venue booking, catering, and event schedules. • Execute the Requisition Process in Oracle: o Initiate the process of requisitioning departmental resources through Oracle. o Ensure accuracy and adherence to departmental policies and procedures. o Track and follow up on requisition statuses. • Manage Expense Reports and Assist with Budget Tracking: o Prepare and submit expense reports for the DCPO. o Assist in tracking and managing the office budget. o Ensure compliance with financial policies and guidelines. • Facilitate Internal Communication: o Promote effective communication within the department. o Contribute to a positive, collaborative work environment. o Relay important information and updates from the DCPO to the team. • Assist with Special Projects and Other Duties: o Provide support on special projects as assigned by the DCPO. o Adapt to varying tasks that support the department's objectives. o Be proactive in identifying areas where assistance is needed and offer support. The above statements reflect the general duties, responsibilities and competencies considered necessary to perform the essential duties and responsibilities of the job and should not be considered as a detailed description of all the work requirements of the position. COA may change the specific job duties with or without prior notice based on the needs of the organization. Knowledge, Skills, And Abilities • Strong organizational and time management skills, with the ability to prioritize effectively. • Excellent communication skills, both written and verbal. • Proficiency in Microsoft Office Suite, Oracle, and experience with office management systems. • Ability to handle confidential information with discretion. • Experience in event planning and coordination is a plus. • Knowledge of government or public sector operations is desirable.
CITY OF ATLANTA, GA
Atlanta, Georgia, United States
Posting Open Until Filled Salary Range: $47,133.90 - $62,880.91 General Description & Classification Standards This class coordinates complex administrative services within the Department of Grants and Community Development. Performs and oversees technical and office administrative duties in support of the assigned Department Head. Serves as a liaison between a given department and other administrative and support departments and oversees support operations of large, complex, and diverse city departments. May supervise clerical and other support staff; may manage a specific area of assignment as directed by the Department Head. This is an experienced, skilled position that routinely works with the most challenging projects, serves as a specialized subject matter expert in one or more specific areas, and guides the work of others in Supervision. Received Work methods and assignment results are typically reviewed by a more experienced professional or manager before final action. Supervision Received The Executive Assistant position will receive guidance and oversight from DGCD’s Business Manager, performing duties specifically supporting the Commissioner and Deputy Commissioner. Essential Duties & Responsibilities These are typical responsibilities for this position and should not be construed as exclusive or all-inclusive. May perform other duties as assigned. Demonstrates substantial understanding of the job requirements and applies knowledge and skills to various tasks. • Perform a wide variety of executive secretarial and administrative duties as required by daily operations within the assigned department • Coordinate office activities and schedules; develop and recommend office policies, procedures, and systems; ensure smooth office operations • Assist in preparing speeches and news releases • Research and analyze routine administrative projects for the Department Head • Receive and screen all communications to the Department Head, including telephone calls and email messages; provide assistance using independent judgment to determine messages that require priority attention; prioritize and facilitate communication • Prepare and review written communications and reports, draft correspondence, schedules, memos, spreadsheets, and other documents from notes, dictation, and other sources • Independently respond to letters and general correspondence of a routine nature • Proofread and edit documents for accuracy and format; distribute documents as instructed • Serve as a liaison for the assigned department and other City Departments, divisions, and outside agencies; negotiate and resolve significant issues • Serve as a departmental representative on special projects, committees, and task forces as assigned • Make travel arrangements for assigned Department Head; maintain appointment schedules and calendars; arrange meetings and conferences • Provide follow-up to assignments given to members of the management team by the Department Head and provide status reports • Participate and assist in the development and administration of assigned department budget; perform related duties and fulfill responsibilities as required • Decision making; selects from multiple procedures and methods to accomplish tasks and applies organizational policies • Provides guidance and training as required to lower-level interns, temporary employees, etc. • Initial contact for potential candidates; schedule interviews and provide pertinent information • Primary point of contact and resource guide for constituents; provide central intake information and outside resources Minimum Education & Experience Requirements Bachelor's degree in business or public administration or a related field. Five years of management, public relations, communication, or related experience. Preferred Education & Experience Bachelor's degree in business or public administration or related field and five years of management, public relations, communication, or related experience, including 1-3 years of supervisory and project management experience. Licensures & Certifications None required. Essential Capabilities & Work Environment Physical, lifting, and sensory capabilities are required to perform the job successfully under typical environmental conditions associated with employment
Aug 15, 2024
Full Time
Posting Open Until Filled Salary Range: $47,133.90 - $62,880.91 General Description & Classification Standards This class coordinates complex administrative services within the Department of Grants and Community Development. Performs and oversees technical and office administrative duties in support of the assigned Department Head. Serves as a liaison between a given department and other administrative and support departments and oversees support operations of large, complex, and diverse city departments. May supervise clerical and other support staff; may manage a specific area of assignment as directed by the Department Head. This is an experienced, skilled position that routinely works with the most challenging projects, serves as a specialized subject matter expert in one or more specific areas, and guides the work of others in Supervision. Received Work methods and assignment results are typically reviewed by a more experienced professional or manager before final action. Supervision Received The Executive Assistant position will receive guidance and oversight from DGCD’s Business Manager, performing duties specifically supporting the Commissioner and Deputy Commissioner. Essential Duties & Responsibilities These are typical responsibilities for this position and should not be construed as exclusive or all-inclusive. May perform other duties as assigned. Demonstrates substantial understanding of the job requirements and applies knowledge and skills to various tasks. • Perform a wide variety of executive secretarial and administrative duties as required by daily operations within the assigned department • Coordinate office activities and schedules; develop and recommend office policies, procedures, and systems; ensure smooth office operations • Assist in preparing speeches and news releases • Research and analyze routine administrative projects for the Department Head • Receive and screen all communications to the Department Head, including telephone calls and email messages; provide assistance using independent judgment to determine messages that require priority attention; prioritize and facilitate communication • Prepare and review written communications and reports, draft correspondence, schedules, memos, spreadsheets, and other documents from notes, dictation, and other sources • Independently respond to letters and general correspondence of a routine nature • Proofread and edit documents for accuracy and format; distribute documents as instructed • Serve as a liaison for the assigned department and other City Departments, divisions, and outside agencies; negotiate and resolve significant issues • Serve as a departmental representative on special projects, committees, and task forces as assigned • Make travel arrangements for assigned Department Head; maintain appointment schedules and calendars; arrange meetings and conferences • Provide follow-up to assignments given to members of the management team by the Department Head and provide status reports • Participate and assist in the development and administration of assigned department budget; perform related duties and fulfill responsibilities as required • Decision making; selects from multiple procedures and methods to accomplish tasks and applies organizational policies • Provides guidance and training as required to lower-level interns, temporary employees, etc. • Initial contact for potential candidates; schedule interviews and provide pertinent information • Primary point of contact and resource guide for constituents; provide central intake information and outside resources Minimum Education & Experience Requirements Bachelor's degree in business or public administration or a related field. Five years of management, public relations, communication, or related experience. Preferred Education & Experience Bachelor's degree in business or public administration or related field and five years of management, public relations, communication, or related experience, including 1-3 years of supervisory and project management experience. Licensures & Certifications None required. Essential Capabilities & Work Environment Physical, lifting, and sensory capabilities are required to perform the job successfully under typical environmental conditions associated with employment
CITY OF ATLANTA, GA
Atlanta, Georgia, United States
Posting Open Until Filled Salary Range: $47,133.90 - $62,880.91 Our culture in the Department of Atlanta Information Management (AIM) is rooted in our shared core values: Trust, accountability, collaboration, service, and integrity. The AIM team understands our role as a strategic partner to departments throughout the city; we strongly believe technology has the potential to elevate the City of Atlanta and is essential to moving the mayor’s vision forward. With the effective use of technology, we become more efficient, more effective, and innovative. We become more capable of enhancing the experience of all affected by City government. AIM’s mission is to advance Atlanta by being consistent in the delivery of innovative, reliable, secure, and user-focused technology solutions. Our team members exemplify the shared core values above, so if you have these characteristics, consider joining us as we work to advance technology for the city, its esteemed citizens, and valued visitors. General Description and Classification Standards The Atlanta Information Management (AIM) Executive Assistant to the Chief Information Officer (CIO) for the City of Atlanta and Commissioner of AIM oversees and performs technical and administrative duties supporting the CIO. This role serves as a liaison between citywide departments and external entities as it pertains to the responsibilities and relationships of the CIO. This is an experienced and skilled position that routinely works with the most challenging assignments under little to no direct supervision; serves as a specialized subject matter expert in one or more specific areas; and guides the work of others to support the administrative needs of the Office of the CIO (OCIO). This position reports directly to the Office of the department’s Chief of Staff. Key Responsibilities All responsibilities captured below are exclusively to support the CIO and the OCIO. Performs a wide variety of executive administrative duties as required. Coordinates activities and schedules for the CIO. Develops and recommends office policies, procedures, and systems; ensures smooth operations. Researches and analyzes routine administrative projects for the CIO. Receives and screens all communications of the CIO, including telephone calls and email messages; provides assistance by using independent judgment to determine messages that require priority attention; prioritizes and facilitates communication. Prepares and reviews/proofreads written communications and reports for typographical consistency, grammar, and correct spelling; drafts correspondence, schedules, memos, spreadsheets, and other documents from notes, dictation, and other sources. Independently responds to letters and general correspondence of a routine nature. Proofreads and edits documents for accuracy and format; distributes documents as instructed. Serves as a CIO representative on special projects, committees, and task forces as assigned. Makes travel arrangements for the CIO and reconciles expenses; maintains appointment schedules and calendars; arranges meetings and conferences. Provides follow-up to assignments given to members of the management team by the CIO and provides status reports. Accompanies the CIO to various onsite and offsite events, including relevant CIO board meetings to capture minutes, action items, and follows up as needed to ensure completion. Minimum Qualifications - Education and Experience College degree or equivalent professional experience. Preferred Qualifications Five or more years working in a public sector environment. Five or more years of related experience with proven office administration and customer service skills required. Closing Date/Time: 2024-10-04
Jul 25, 2024
Full Time
Posting Open Until Filled Salary Range: $47,133.90 - $62,880.91 Our culture in the Department of Atlanta Information Management (AIM) is rooted in our shared core values: Trust, accountability, collaboration, service, and integrity. The AIM team understands our role as a strategic partner to departments throughout the city; we strongly believe technology has the potential to elevate the City of Atlanta and is essential to moving the mayor’s vision forward. With the effective use of technology, we become more efficient, more effective, and innovative. We become more capable of enhancing the experience of all affected by City government. AIM’s mission is to advance Atlanta by being consistent in the delivery of innovative, reliable, secure, and user-focused technology solutions. Our team members exemplify the shared core values above, so if you have these characteristics, consider joining us as we work to advance technology for the city, its esteemed citizens, and valued visitors. General Description and Classification Standards The Atlanta Information Management (AIM) Executive Assistant to the Chief Information Officer (CIO) for the City of Atlanta and Commissioner of AIM oversees and performs technical and administrative duties supporting the CIO. This role serves as a liaison between citywide departments and external entities as it pertains to the responsibilities and relationships of the CIO. This is an experienced and skilled position that routinely works with the most challenging assignments under little to no direct supervision; serves as a specialized subject matter expert in one or more specific areas; and guides the work of others to support the administrative needs of the Office of the CIO (OCIO). This position reports directly to the Office of the department’s Chief of Staff. Key Responsibilities All responsibilities captured below are exclusively to support the CIO and the OCIO. Performs a wide variety of executive administrative duties as required. Coordinates activities and schedules for the CIO. Develops and recommends office policies, procedures, and systems; ensures smooth operations. Researches and analyzes routine administrative projects for the CIO. Receives and screens all communications of the CIO, including telephone calls and email messages; provides assistance by using independent judgment to determine messages that require priority attention; prioritizes and facilitates communication. Prepares and reviews/proofreads written communications and reports for typographical consistency, grammar, and correct spelling; drafts correspondence, schedules, memos, spreadsheets, and other documents from notes, dictation, and other sources. Independently responds to letters and general correspondence of a routine nature. Proofreads and edits documents for accuracy and format; distributes documents as instructed. Serves as a CIO representative on special projects, committees, and task forces as assigned. Makes travel arrangements for the CIO and reconciles expenses; maintains appointment schedules and calendars; arranges meetings and conferences. Provides follow-up to assignments given to members of the management team by the CIO and provides status reports. Accompanies the CIO to various onsite and offsite events, including relevant CIO board meetings to capture minutes, action items, and follows up as needed to ensure completion. Minimum Qualifications - Education and Experience College degree or equivalent professional experience. Preferred Qualifications Five or more years working in a public sector environment. Five or more years of related experience with proven office administration and customer service skills required. Closing Date/Time: 2024-10-04
CITY OF ATLANTA, GA
Atlanta, Georgia, United States
Position open until October 13, 2024 Salary Range: $47,133.90 - $78,627.92 General Description and Classification Standards This position coordinates complex administrative services within the Atlanta Fire Rescue Department. The role involves performing and overseeing technical and office administrative duties in support of the Recruitment Office. The Recruitment Executive Assistant serves as a liaison between the recruitment department and other administrative and support departments, overseeing support operations of the department. This position may supervise clerical and other support staff and may be in charge of a specific area of assignment as directed by the Recruitment Officer. This is an experienced, skilled position that routinely handles challenging assignments and serves as a subject matter expert in one or more specific areas. Supervision Received Work methods and assignment results are typically reviewed by a more experienced professional or a manager prior to final action. Minimum Qualifications Education and Experience Bachelor's degree in business or public administration, or a related field. At least 5 years of management, public relations, communication, or related experience. Preferred Education & Experience 1-3 years of supervisory and project management experience. Licensures and Certifications None required. Essential Capabilities and Work Environment Required physical, lifting, and sensory capabilities are necessary to perform the job successfully. Typical environmental conditions associated with the job. It is the policy of the City of Atlanta (“COA”) that qualified individuals with disabilities are not discriminated against because of their disabilities regarding job application procedures, hiring, and other terms and conditions of employment. It is further the policy of the COA to provide reasonable accommodations to qualified individuals with disabilities in all aspects of the employment process. The COA is prepared to modify or adjust the job application process or the job or work environment to make reasonable accommodations to the known physical or mental limitations of the applicant or employee to enable the applicant or employee to be considered for the position he or she desires, to perform the essential functions of the position in question, or to enjoy equal benefits and privileges of employment as are enjoyed by other similarly situated employees without disabilities, unless the accommodation will impose an undue hardship. If reasonable accommodation is needed, please contact the Human Resources Director for your department. The City of Atlanta is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, color, religion, age, disability, sex, sexual orientation, ender identity, marital status, veteran’s status or national origin, or any other basis prohibited by federal, state, or local law. We value and encourage diversity in our workforce. Closing Date/Time: 2024-10-14
Sep 14, 2024
Full Time
Position open until October 13, 2024 Salary Range: $47,133.90 - $78,627.92 General Description and Classification Standards This position coordinates complex administrative services within the Atlanta Fire Rescue Department. The role involves performing and overseeing technical and office administrative duties in support of the Recruitment Office. The Recruitment Executive Assistant serves as a liaison between the recruitment department and other administrative and support departments, overseeing support operations of the department. This position may supervise clerical and other support staff and may be in charge of a specific area of assignment as directed by the Recruitment Officer. This is an experienced, skilled position that routinely handles challenging assignments and serves as a subject matter expert in one or more specific areas. Supervision Received Work methods and assignment results are typically reviewed by a more experienced professional or a manager prior to final action. Minimum Qualifications Education and Experience Bachelor's degree in business or public administration, or a related field. At least 5 years of management, public relations, communication, or related experience. Preferred Education & Experience 1-3 years of supervisory and project management experience. Licensures and Certifications None required. Essential Capabilities and Work Environment Required physical, lifting, and sensory capabilities are necessary to perform the job successfully. Typical environmental conditions associated with the job. It is the policy of the City of Atlanta (“COA”) that qualified individuals with disabilities are not discriminated against because of their disabilities regarding job application procedures, hiring, and other terms and conditions of employment. It is further the policy of the COA to provide reasonable accommodations to qualified individuals with disabilities in all aspects of the employment process. The COA is prepared to modify or adjust the job application process or the job or work environment to make reasonable accommodations to the known physical or mental limitations of the applicant or employee to enable the applicant or employee to be considered for the position he or she desires, to perform the essential functions of the position in question, or to enjoy equal benefits and privileges of employment as are enjoyed by other similarly situated employees without disabilities, unless the accommodation will impose an undue hardship. If reasonable accommodation is needed, please contact the Human Resources Director for your department. The City of Atlanta is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, color, religion, age, disability, sex, sexual orientation, ender identity, marital status, veteran’s status or national origin, or any other basis prohibited by federal, state, or local law. We value and encourage diversity in our workforce. Closing Date/Time: 2024-10-14
CITY OF FRESNO, CA
Fresno, California, United States
Position Description RECRUITMENT IS OPEN UNTIL FILLED OR UNTIL A SUFFICIENT NUMBER OF APPLICATIONS HAVE BEEN RECEIVED. RECRUITMENT MAY CLOSE AT ANY TIME. The City of Fresno is currently seeking a dedicated, responsive, and conscientious individual to join our team as an Executive Assistant. The individual person should possess the interest, drive and ability to ensure that all administrative functions operate at optimum efficiency within a fast-paced environment. The Executive Assistant provides high level support to the director of a large and/or complex City department, which may include some secretarial support duties. An incumbent exercises considerable discretion and independent judgment while performing administrative/secretarial tasks of a confidential or sensitive nature. The Executive Assistant receives assignments in terms of broad objectives and maintains full responsibility for completion of assignments with minimal supervision. Performing the most critical and/or sensitive of administrative assignments, the Executive Assistant is expected to act as a liaison between the department director and department members, City and civic officials, employees and the public. Responsibilities may include interpretation of City policies, rules and procedures. Duties include researching, compiling and analyzing data for special projects and various reports, calendar planning, meeting preparation, coordinating City Council agenda items, making travel arrangements, organizing the office support functions. The Executive Assistant is an unclassified position in which the incumbent serves at the will of the Appointing Authority. The ideal candidate must exercise considerable discretion and independent judgment and must be able to thoroughly complete as well as coordinate office support functions. In this capacity, it is necessary that the incumbent be able to professionally represent the department at various meetings and engagements, be able to analyze situations carefully and recommend courses of action, be adaptable and responsive to urgent needs, and work in a fast paced, high-volume department. The current vacancies exist in the Personnel Services Department, General Services Department and Department of Public Utilities. The City of Fresno may choose to utilize this recruitment for future vacancies in various departments. Pay,Benefits, & Work Schedule BENEFITS: UNIT 2 Classification - Management Confidential - Unrepresented HEALTH INSURANCE: The City contributes toward monthly premiums for PPO medical, dental and vision for employee and dependents. FLEXIBLE SPENDING ACCOUNT: IRS 125 Plan for health and dependent care expenses. DEFERRED COMPENSATION: Voluntary 457 plan with Fidelity Investments to increase your retirement savings. City contributes up to $75 per month. HOLIDAYS: Ten (10) City-observed annual holidays plus birthday and two (2) personal days. MANAGEMENT LEAVE: 60 hours per fiscal year for exempt employees. ANNUAL LEAVE: Accrue (15.5) hour per month of Annual Leave, with cash out provisions. SUPPLEMENTAL SICK- 40 hours per fiscal year. 80 hours lifetime maximum LIFE INSURANCE: Benefit equal to annual salary; premium paid by the City. LONG-TERM DISABILITY: Benefit equal to 66.66% of monthly salary up to $7,500 per month after 30 days of disability; premium paid by the City. HEALTH REIMBURSEMENT ARRANGEMENT: Eligible retirees can use remaining Sick Leave balance at 80% of hourly rate and other leave balances, if applicable, to reimburse medical insurance and qualified medical expenses, tax free. RETIREMENT: City of Fresno Retirement Systems, one of the best funded public systems in the state. Reciprocity with other CA public agencies. Vested in Retirement benefits after 5 years of service. City employees do not participate in Social Security. DROP (Deferred Retirement Option Program): an optional, voluntary program that allows an employee to deposit retirement benefits in a special savings account within the Retirement System while continuing to work for the City of Fresno for up to 10 years. Participation minimum is age 50 and vested. Benefits includes ownership of accumulated funds, compound interest earnings, and alternative distribution options. Additional information regarding the City of Fresno benefits is available at https://www.fresno.gov/personnel/human-resources-support/#tab-1 The Requirements The ideal applicant will possess: Five (5) years of full-time paid experience equivalent to that gained as a Senior Secretary with the City of Fresno. OR Twelve (12) units of business or academic college course work relating to office management or secretarial sciences and seven (7) years of increasingly responsible secretarial experience to a manager or administrator. If qualifying using education, transcripts or diploma must be attached to the applicant profile. Applications lacking documentation may be rejected. This position requires the possession of a valid driver's license. Candidates considered for hire must provide proof of a valid driver's license and current copy of their driving record. The selected eligible candidate certified will be required to successfully pass a Department interview and a Department of Justice fingerprint prior to employment with the City of Fresno. How To Apply Interested and qualified applicants must submit an official City of Fresno application on-line. Applications may be submitted at www.fresno.gov/jobs. For information on how to complete an on-line application, please view "Instruction Guide" on the City's website, Personnel Services Career Opportunities page, or call (559) 621-6950 for assistance. Resumes will not be accepted in lieu of a completed employment application. Only a select group of candidates will be invited to the interview. Inquiries should be directed to: Le'Shea Tarver, Senior Human Resources Analyst (559) 621-6950 Leshea.Tarver@fresno.gov 2600 Fresno Street Fresno, California 93721-3614 Equal Opportunity Employer The City of Fresno is an equal opportunity employer. Should you need a special accommodation due to a qualifying disability, please contact the Personnel Department at (559) 621-6950 in advance of the examination. Equal Opportunity Employer The City of Fresno is an equal opportunity employer. Should you need a special accommodation due to a qualifying disability, please contact the Personnel Department at (559) 621-6950. Closing Date/Time: 12/20/2024
Aug 13, 2024
Full Time
Position Description RECRUITMENT IS OPEN UNTIL FILLED OR UNTIL A SUFFICIENT NUMBER OF APPLICATIONS HAVE BEEN RECEIVED. RECRUITMENT MAY CLOSE AT ANY TIME. The City of Fresno is currently seeking a dedicated, responsive, and conscientious individual to join our team as an Executive Assistant. The individual person should possess the interest, drive and ability to ensure that all administrative functions operate at optimum efficiency within a fast-paced environment. The Executive Assistant provides high level support to the director of a large and/or complex City department, which may include some secretarial support duties. An incumbent exercises considerable discretion and independent judgment while performing administrative/secretarial tasks of a confidential or sensitive nature. The Executive Assistant receives assignments in terms of broad objectives and maintains full responsibility for completion of assignments with minimal supervision. Performing the most critical and/or sensitive of administrative assignments, the Executive Assistant is expected to act as a liaison between the department director and department members, City and civic officials, employees and the public. Responsibilities may include interpretation of City policies, rules and procedures. Duties include researching, compiling and analyzing data for special projects and various reports, calendar planning, meeting preparation, coordinating City Council agenda items, making travel arrangements, organizing the office support functions. The Executive Assistant is an unclassified position in which the incumbent serves at the will of the Appointing Authority. The ideal candidate must exercise considerable discretion and independent judgment and must be able to thoroughly complete as well as coordinate office support functions. In this capacity, it is necessary that the incumbent be able to professionally represent the department at various meetings and engagements, be able to analyze situations carefully and recommend courses of action, be adaptable and responsive to urgent needs, and work in a fast paced, high-volume department. The current vacancies exist in the Personnel Services Department, General Services Department and Department of Public Utilities. The City of Fresno may choose to utilize this recruitment for future vacancies in various departments. Pay,Benefits, & Work Schedule BENEFITS: UNIT 2 Classification - Management Confidential - Unrepresented HEALTH INSURANCE: The City contributes toward monthly premiums for PPO medical, dental and vision for employee and dependents. FLEXIBLE SPENDING ACCOUNT: IRS 125 Plan for health and dependent care expenses. DEFERRED COMPENSATION: Voluntary 457 plan with Fidelity Investments to increase your retirement savings. City contributes up to $75 per month. HOLIDAYS: Ten (10) City-observed annual holidays plus birthday and two (2) personal days. MANAGEMENT LEAVE: 60 hours per fiscal year for exempt employees. ANNUAL LEAVE: Accrue (15.5) hour per month of Annual Leave, with cash out provisions. SUPPLEMENTAL SICK- 40 hours per fiscal year. 80 hours lifetime maximum LIFE INSURANCE: Benefit equal to annual salary; premium paid by the City. LONG-TERM DISABILITY: Benefit equal to 66.66% of monthly salary up to $7,500 per month after 30 days of disability; premium paid by the City. HEALTH REIMBURSEMENT ARRANGEMENT: Eligible retirees can use remaining Sick Leave balance at 80% of hourly rate and other leave balances, if applicable, to reimburse medical insurance and qualified medical expenses, tax free. RETIREMENT: City of Fresno Retirement Systems, one of the best funded public systems in the state. Reciprocity with other CA public agencies. Vested in Retirement benefits after 5 years of service. City employees do not participate in Social Security. DROP (Deferred Retirement Option Program): an optional, voluntary program that allows an employee to deposit retirement benefits in a special savings account within the Retirement System while continuing to work for the City of Fresno for up to 10 years. Participation minimum is age 50 and vested. Benefits includes ownership of accumulated funds, compound interest earnings, and alternative distribution options. Additional information regarding the City of Fresno benefits is available at https://www.fresno.gov/personnel/human-resources-support/#tab-1 The Requirements The ideal applicant will possess: Five (5) years of full-time paid experience equivalent to that gained as a Senior Secretary with the City of Fresno. OR Twelve (12) units of business or academic college course work relating to office management or secretarial sciences and seven (7) years of increasingly responsible secretarial experience to a manager or administrator. If qualifying using education, transcripts or diploma must be attached to the applicant profile. Applications lacking documentation may be rejected. This position requires the possession of a valid driver's license. Candidates considered for hire must provide proof of a valid driver's license and current copy of their driving record. The selected eligible candidate certified will be required to successfully pass a Department interview and a Department of Justice fingerprint prior to employment with the City of Fresno. How To Apply Interested and qualified applicants must submit an official City of Fresno application on-line. Applications may be submitted at www.fresno.gov/jobs. For information on how to complete an on-line application, please view "Instruction Guide" on the City's website, Personnel Services Career Opportunities page, or call (559) 621-6950 for assistance. Resumes will not be accepted in lieu of a completed employment application. Only a select group of candidates will be invited to the interview. Inquiries should be directed to: Le'Shea Tarver, Senior Human Resources Analyst (559) 621-6950 Leshea.Tarver@fresno.gov 2600 Fresno Street Fresno, California 93721-3614 Equal Opportunity Employer The City of Fresno is an equal opportunity employer. Should you need a special accommodation due to a qualifying disability, please contact the Personnel Department at (559) 621-6950 in advance of the examination. Equal Opportunity Employer The City of Fresno is an equal opportunity employer. Should you need a special accommodation due to a qualifying disability, please contact the Personnel Department at (559) 621-6950. Closing Date/Time: 12/20/2024
Marketing Statement Ride BART to a satisfying career that lets you both: 1) make a difference to Bay Area residents, and 2) enjoy excellent pay, benefits, and employment stability. BART is looking for people who like to be challenged, work in a fast-paced environment, and have a passion for connecting riders to work, school and other places they need to go. BART offers a competitive salary, comprehensive health benefits, paid time off, and the CalPERS retirement program. Job Summary Pay Rate $115,595.00 /annually - $175,127.00/annually (Non-Represented Pay Band 05) Initial salary is negotiable between $115,000.00 - $138,000.00, commensurate with experience and education . Reports To Assistant General Manager, Administration - C. Castillo Current Assignment The incumbent selected for this position will provide executive level assistance and manage the overall administration for the Office of the Assistant General Manager, Administration, as well as support the Human Resources and Procurement functions. The position requires a high degree of responsiveness, confidentiality, and professional level support capabilities. The incumbent will be responsible for the coordination of all administrative activities in the Office of the AGM, Administration, including but not limited to maintaining the calendar of activities, meetings and events, assisting with the department budget process (including preparation, accounts payable, purchasing, data tracking and reporting), preparing confidential and managerial documents for presentations, General Manager review, and Board appearances and coordinating administrative events. The ideal candidate will have excellent customer service, writing, presentation, and reporting skills, proficient in Microsoft Office, and be comfortable in a fast-paced environment where priorities shift and flexibility is essential. Selection Process Applications will be screened to assure that minimum qualifications are met. Those applicants who meet minimum qualifications will then be referred to the hiring department for the completion of further selection processes. The selection process for this position may include a skills/performance demonstration, a written examination, and a panel and/or individual interview. The successful candidate must have an employment history demonstrating reliability and dependability; provide copies of certificates, diplomas or other documents as required by law, including those establishing his/her right to work in the U. S; pass a pre-employment medical examination which may include a drug and alcohol screen, and which is specific to the essential job functions and requirements. Pre-employment processing will also include a background check. (Does not apply to current full-time District employees unless specific job requires additional evaluations). Examples of Duties Performs a variety of complex administrative, operational, and analytical duties in support of an Executive Manager or Board Officer; coordinates project activities with District departments, divisions and external organizations. Coordinates the development, analysis and formulation of the department’s annual budget; assists with the development of guidelines and instruction on budget process and procedures; reviews requests for staffing and capital outlay; forecasts funds needed for staffing, equipment and various projects; prepares departmental budget presentations; plans, receives, pays, and improves invoices, generates budget reports; provides status updates to appropriate Executive Manager or Board Officer. Assists with the implementation of policy and procedural modifications; evaluates impact on divisions or departments; develops implementation plans; recommends and implements modifications. Implements new systems, methods, and procedures; monitors program progress in meeting goals and objectives; conducts updates with management staff to inform and advise on project progress; makes adjustments as necessary. Coordinates and participates in District department or division organizational studies involving administrative or operational systems, procedures, functions, processes and techniques. Develops, implements and administers special administrative programs; analyzes current and historical trends; prepares and presents reports. Prepares clear, concise, and competent reports, correspondence, and other written materials. Provides assistance in organizational development in assigned areas; identifies issues; collects data; analyzes alternatives and makes recommendations. Participates in special projects including research of new programs and services, budget analysis and preparation, and feasibility analyses; prepares and presents reports. Trains assigned employees in their area of work including administrative methods, procedures and techniques. Oversees general office activities; procures supplies; approves invoices; develops personnel schedules; responds to inquiries; investigates complaints; provides general analytical support. Represents assigned area at various meetings with other departments, divisions, outside agencies and contractors; communicates projects and activities with others as appropriate; prepares for and provides assistance with hosting and participating in transportation related meetings and events. Responds to and resolves difficult and sensitive inquiries and complaints. Minimum Qualifications Education : Possession of a high school diploma, GED or equivalent. Experience : Three (3) years of professional verifiable experience providing administrative support to an executive manager, board officer or related experience. Knowledge and Skills Knowledge of : Operational characteristics, services and activities of assigned program are including administrative, financial, or operations functions. Principles and practices of program development and implementation. Principles and practices of budget preparation and administration. Methods of administrative, organizational, economic, and procedural analysis. Methods and techniques of statistical and financial analysis. Business computer applications for statistical analysis and data management. Principles and practices of procurement, purchasing, and accounting. Methods and techniques used to conduct a variety of analytical studies. Principles, practices, methods and techniques of report preparation. Principles and procedures of record keeping. Office equipment including computers, supporting word processing, and spreadsheet applications. Related Federal, state and local laws, codes and regulations. Skill in : Performing complex analytical duties. Preparing, administering and monitoring capital and operating budgets. Organization, administration, and management. Maintaining accurate records and files. Preparing clear and concise administrative, budgetary, and financial reports. Collecting, evaluating and interpreting complex information and data. Reviewing and analyzing complex technical documents and proposals. Developing and interpreting goals, objectives, policies, and procedures. Analyzing complex problems, identify alternative solutions and recommend conclusions. Working independently in the absence of supervision. Interpreting and apply laws, policies, rules and regulations. Communicating clearly and concisely, both orally and in writing. Operating office equipment including computers and supporting word processing and spreadsheet applications. Establishing and maintaining effective working relationships with those contacted in the course of work. Equal Employment Opportunity GroupBox1 The San Francisco Bay Area Rapid Transit District is an equal opportunity employer. Applicants shall not be discriminated against because of race, color, sex, sexual orientation, gender identity, gender expression, age (40 and above), religion, national origin (including language use restrictions), disability (mental and physical, including HIV and AIDS), ancestry, marital status, military status, veteran status, medical condition (cancer/genetic characteristics and information), or any protected category prohibited by local, state or federal laws. The BART Human Resources Department will make reasonable efforts in the examination process to accommodate persons with disabilities or for religious reasons. Please advise the Human Resources Department of any special needs in advance of the examination by emailing at least 5 days before your examination date at employment@bart.gov . Qualified veterans may be eligible to obtain additional veteran's credit in the selection process for this recruitment (effective Jan. 1, 2013). To obtain the credit, veterans must attach to the application a DD214 discharge document or proof of disability and complete/submit the Veteran's Preference Application no later than the closing date of the posting. For more information about this credit please go to the Veteran's Preference Policy and Application link at www.bart.gov/jobs . The San Francisco Bay Area Rapid Transit District (BART) prides itself in offering best in class benefits packages to employees of the District. Currently, the following benefits may be available to employees in this job classification. Highlights Medical Coverage (or $350/month if opted out) Dental Coverage Vision Insurance (Basic and Enhanced Plans Available) Retirement Plan through the CA Public Employees’ Retirement System (CalPERS) 2% @ 55 (Classic Members) 2% @ 62 (PEPRA Members) 3% at 50 (Safety Members - Classic) 2.7% @ 57 (Safety Members - PEPRA) Reciprocity available for existing members of many other public retirement systems (see BART website and/or CalPERS website for details) Money Purchase Pension Plan (in-lieu of participating in Social Security tax) 6.65% employer contribution up to annual maximum of $1,868.65 Deferred Compensation & Roth 457 Sick Leave Accruals (12 days per year) Vacation Accruals (3-6 weeks based on time worked w/ the District) Holidays: 9 observed holidays and 5 floating holidays Life Insurance w/ ability to obtain additional coverage Accidental Death and Dismemberment (AD&D) Insurance Survivor Benefits through BART Short-Term Disability Insurance Long-Term Disability Insurance Flexible Spending Accounts: Health and Dependent Care Commuter Benefits Free BART Passes for BART employees and eligible family members. Closing Date/Time: 9/19/2024 11:59 PM Pacific
Sep 07, 2024
Full Time
Marketing Statement Ride BART to a satisfying career that lets you both: 1) make a difference to Bay Area residents, and 2) enjoy excellent pay, benefits, and employment stability. BART is looking for people who like to be challenged, work in a fast-paced environment, and have a passion for connecting riders to work, school and other places they need to go. BART offers a competitive salary, comprehensive health benefits, paid time off, and the CalPERS retirement program. Job Summary Pay Rate $115,595.00 /annually - $175,127.00/annually (Non-Represented Pay Band 05) Initial salary is negotiable between $115,000.00 - $138,000.00, commensurate with experience and education . Reports To Assistant General Manager, Administration - C. Castillo Current Assignment The incumbent selected for this position will provide executive level assistance and manage the overall administration for the Office of the Assistant General Manager, Administration, as well as support the Human Resources and Procurement functions. The position requires a high degree of responsiveness, confidentiality, and professional level support capabilities. The incumbent will be responsible for the coordination of all administrative activities in the Office of the AGM, Administration, including but not limited to maintaining the calendar of activities, meetings and events, assisting with the department budget process (including preparation, accounts payable, purchasing, data tracking and reporting), preparing confidential and managerial documents for presentations, General Manager review, and Board appearances and coordinating administrative events. The ideal candidate will have excellent customer service, writing, presentation, and reporting skills, proficient in Microsoft Office, and be comfortable in a fast-paced environment where priorities shift and flexibility is essential. Selection Process Applications will be screened to assure that minimum qualifications are met. Those applicants who meet minimum qualifications will then be referred to the hiring department for the completion of further selection processes. The selection process for this position may include a skills/performance demonstration, a written examination, and a panel and/or individual interview. The successful candidate must have an employment history demonstrating reliability and dependability; provide copies of certificates, diplomas or other documents as required by law, including those establishing his/her right to work in the U. S; pass a pre-employment medical examination which may include a drug and alcohol screen, and which is specific to the essential job functions and requirements. Pre-employment processing will also include a background check. (Does not apply to current full-time District employees unless specific job requires additional evaluations). Examples of Duties Performs a variety of complex administrative, operational, and analytical duties in support of an Executive Manager or Board Officer; coordinates project activities with District departments, divisions and external organizations. Coordinates the development, analysis and formulation of the department’s annual budget; assists with the development of guidelines and instruction on budget process and procedures; reviews requests for staffing and capital outlay; forecasts funds needed for staffing, equipment and various projects; prepares departmental budget presentations; plans, receives, pays, and improves invoices, generates budget reports; provides status updates to appropriate Executive Manager or Board Officer. Assists with the implementation of policy and procedural modifications; evaluates impact on divisions or departments; develops implementation plans; recommends and implements modifications. Implements new systems, methods, and procedures; monitors program progress in meeting goals and objectives; conducts updates with management staff to inform and advise on project progress; makes adjustments as necessary. Coordinates and participates in District department or division organizational studies involving administrative or operational systems, procedures, functions, processes and techniques. Develops, implements and administers special administrative programs; analyzes current and historical trends; prepares and presents reports. Prepares clear, concise, and competent reports, correspondence, and other written materials. Provides assistance in organizational development in assigned areas; identifies issues; collects data; analyzes alternatives and makes recommendations. Participates in special projects including research of new programs and services, budget analysis and preparation, and feasibility analyses; prepares and presents reports. Trains assigned employees in their area of work including administrative methods, procedures and techniques. Oversees general office activities; procures supplies; approves invoices; develops personnel schedules; responds to inquiries; investigates complaints; provides general analytical support. Represents assigned area at various meetings with other departments, divisions, outside agencies and contractors; communicates projects and activities with others as appropriate; prepares for and provides assistance with hosting and participating in transportation related meetings and events. Responds to and resolves difficult and sensitive inquiries and complaints. Minimum Qualifications Education : Possession of a high school diploma, GED or equivalent. Experience : Three (3) years of professional verifiable experience providing administrative support to an executive manager, board officer or related experience. Knowledge and Skills Knowledge of : Operational characteristics, services and activities of assigned program are including administrative, financial, or operations functions. Principles and practices of program development and implementation. Principles and practices of budget preparation and administration. Methods of administrative, organizational, economic, and procedural analysis. Methods and techniques of statistical and financial analysis. Business computer applications for statistical analysis and data management. Principles and practices of procurement, purchasing, and accounting. Methods and techniques used to conduct a variety of analytical studies. Principles, practices, methods and techniques of report preparation. Principles and procedures of record keeping. Office equipment including computers, supporting word processing, and spreadsheet applications. Related Federal, state and local laws, codes and regulations. Skill in : Performing complex analytical duties. Preparing, administering and monitoring capital and operating budgets. Organization, administration, and management. Maintaining accurate records and files. Preparing clear and concise administrative, budgetary, and financial reports. Collecting, evaluating and interpreting complex information and data. Reviewing and analyzing complex technical documents and proposals. Developing and interpreting goals, objectives, policies, and procedures. Analyzing complex problems, identify alternative solutions and recommend conclusions. Working independently in the absence of supervision. Interpreting and apply laws, policies, rules and regulations. Communicating clearly and concisely, both orally and in writing. Operating office equipment including computers and supporting word processing and spreadsheet applications. Establishing and maintaining effective working relationships with those contacted in the course of work. Equal Employment Opportunity GroupBox1 The San Francisco Bay Area Rapid Transit District is an equal opportunity employer. Applicants shall not be discriminated against because of race, color, sex, sexual orientation, gender identity, gender expression, age (40 and above), religion, national origin (including language use restrictions), disability (mental and physical, including HIV and AIDS), ancestry, marital status, military status, veteran status, medical condition (cancer/genetic characteristics and information), or any protected category prohibited by local, state or federal laws. The BART Human Resources Department will make reasonable efforts in the examination process to accommodate persons with disabilities or for religious reasons. Please advise the Human Resources Department of any special needs in advance of the examination by emailing at least 5 days before your examination date at employment@bart.gov . Qualified veterans may be eligible to obtain additional veteran's credit in the selection process for this recruitment (effective Jan. 1, 2013). To obtain the credit, veterans must attach to the application a DD214 discharge document or proof of disability and complete/submit the Veteran's Preference Application no later than the closing date of the posting. For more information about this credit please go to the Veteran's Preference Policy and Application link at www.bart.gov/jobs . The San Francisco Bay Area Rapid Transit District (BART) prides itself in offering best in class benefits packages to employees of the District. Currently, the following benefits may be available to employees in this job classification. Highlights Medical Coverage (or $350/month if opted out) Dental Coverage Vision Insurance (Basic and Enhanced Plans Available) Retirement Plan through the CA Public Employees’ Retirement System (CalPERS) 2% @ 55 (Classic Members) 2% @ 62 (PEPRA Members) 3% at 50 (Safety Members - Classic) 2.7% @ 57 (Safety Members - PEPRA) Reciprocity available for existing members of many other public retirement systems (see BART website and/or CalPERS website for details) Money Purchase Pension Plan (in-lieu of participating in Social Security tax) 6.65% employer contribution up to annual maximum of $1,868.65 Deferred Compensation & Roth 457 Sick Leave Accruals (12 days per year) Vacation Accruals (3-6 weeks based on time worked w/ the District) Holidays: 9 observed holidays and 5 floating holidays Life Insurance w/ ability to obtain additional coverage Accidental Death and Dismemberment (AD&D) Insurance Survivor Benefits through BART Short-Term Disability Insurance Long-Term Disability Insurance Flexible Spending Accounts: Health and Dependent Care Commuter Benefits Free BART Passes for BART employees and eligible family members. Closing Date/Time: 9/19/2024 11:59 PM Pacific
BERKELEY SCHOOLS
Berkeley, California, United States
Basic Function and Representative Duties BASIC FUNCTION: Under the direction of an Assistant Superintendent, perform highly responsible and confidential secretarial and administrative assistant duties to relieve the Assistant Superintendent of a variety of administrative details; interpret policies and regulations to officials, staff and the public; plan, coordinate and organize office activities and flow of communications and information for the assigned administrator. REPRESENTATIVE DUTIES: ESSENTIAL DUTIES: • Perform highly responsible duties as the primary and confidential secretary to the Assistant Superintendent, relieving the administrator of a variety of secretarial and administrative details; provide administrative support to other departmental administrators as requested; plan, coordinate and organize office and department activities and flow of communications for the administrator; maintain confidentiality of privileged and sensitive information • Receive, screen and route telephone calls; greet and assist visitors; refer callers or visitors to appropriate staff members; take and relay messages; respond to requests, complaints and questions from officials, staff and the public, representing the Assistant Superintendent by phone and written communication; interpret policies and regulations to officials, staff and the public • Compose correspondence independently on a variety of matters including those of a confidential nature; compile and type various letters, forms, reports, contracts, packets, statistical data, memoranda, bulletins, newsletters, notices, vouchers, lists and other materials as directed; prepare, format, edit, proofread and revise written materials • Coordinate and schedule various appointments and meetings; make travel arrangements; reserve facilities; prepare and assure proper completion of reimbursement forms; maintain and coordinate the administrator's calendar; prepare and disseminate calendar of events; coordinate and arrange special events and activities • Receive, sort and route incoming correspondence; receive and respond to e-mails; review, prioritize and route incoming mail, correspondence, reports and other documents; compose replies independently or from oral direction; prepare notices, packets and informational materials for mailing • Attend a variety of meetings; prepare related agendas, Board topics, notices, reports, presentations and agendas; record and transcribe minutes; prepare and distribute minutes, updated records, statements, documents and reports to appropriate personnel • Research and compile a variety of information; compute statistical information for various federal, State and local reports; process and evaluate a variety of forms and applications related to assigned functions; duplicate materials as necessary • Input a wide variety of data into an assigned computer system; maintain automated files and records; create queries and generate a variety of computerized lists and reports; assure timely distribution and receipt of a variety of records and reports; assure accuracy of input and output data • Train and provide work direction and guidance to designated clerical personnel as assigned; provide input concerning employee interviews and evaluations as requested; train support staff on proper formats and procedures used in the office • Maintain designated budgets and assure assigned accounts are accurate and expenditures are within federal or State requirements; collect and account for fees; initiate budget transfers as directed • Prepare and maintain a variety of complex lists and records related to student information, personnel, financial activity and assigned duties; establish and maintain filing systems • Perform special projects and prepare various forms and reports on behalf of the Assistant Superintendent; attend to administrative details on special matters as assigned; perform varied duties related to the area of responsibility and assigned programs • Operate and maintain a variety of office equipment including a calculator, copier, fax machine, typewriter, computer and assigned software; arrange for equipment repairs as needed • Communicate with other departments, administrators and outside agencies to coordinate activities, exchange information and resolve issues or concerns • Prepare, type and process requisitions according to established guidelines; order, receive and maintain inventory of supplies and equipment in accordance with established guidelines • Obtain and provide information, records and materials to staff and the public where judgment, knowledge and interpretation of policies and regulations and organizational functions and programs are required; verify information for staff and outside agencies as requested • Maintain confidentiality regarding issues related to personnel matters • Develop and implement office procedures to assure complete and timely operations; create office forms which facilitate work flow OTHER DUTIES: Perform related duties as assigned Knowledge and Abilities KNOWLEDGE AND ABILITIES: KNOWLEDGE OF: Functions and secretarial operations of an administrative office District operations, policies and objectives Applicable laws, codes, regulations, policies and procedures Modern office practices, procedures and equipment Record-keeping techniques Correct English usage, grammar, spelling, punctuation and vocabulary Oral and written communication skills Interpersonal skills using tact, patience and courtesy Budgeting practices regarding monitoring and control Methods of collecting and organizing data and information Business letter and report writing, editing and proofreading Basic public relations techniques Operation of a computer and assigned software ABILITY TO: Perform highly responsible and confidential secretarial and administrative assistant duties to relieve the Assistant Superintendent of a variety of administrative details Interpret, apply and explain laws, codes, rules, regulations, policies and procedures Plan, coordinate and organize office activities and flow of communications and information for the assigned administrator Organize complex material and summarize discussions and actions taken in report form Compile and prepare comprehensive reports concerning a broad spectrum of subject matter Compose effective correspondence independently Maintain a variety of complex and confidential files and records Assure efficient and timely completion of office and program projects and activities Understand and resolve issues, complaints or problems Type or input data at an acceptable rate of speed Take and transcribe dictation at an acceptable rate of speed Operate a variety of office equipment including a computer and assigned software Establish and maintain cooperative and effective working relationships with others Analyze situations accurately and adopt an effective course of action Plan and organize work Meet schedules and time lines Prioritize and schedule work Work independently with little direction Work confidentially with discretion Communicate effectively both orally and in writing Education, Experience and Other Requirements Any combination equivalent to: bachelor's degree in a related field and four years of increasingly responsible secretarial or administrative assistant experience Working Conditions and Additional Information WORKING CONDITIONS: ENVIRONMENT: Office environment Constant interruptions PHYSICAL DEMANDS: Hearing and speaking to exchange information in person or on the telephone Dexterity of hands and fingers to operate a computer keyboard Seeing to read a variety of materials Sitting or standing for extended periods of time Bending the waist or kneeling to file materials HAZARDS: Interactions with dissatisfied, hostile and irate individuals EXAMINATION INFORMATION: The first step in the examination process is the application screening and whether or not the candidate meets the minimum qualifications listed. The testing process may consist of a written exam; an oral exam; a performance exam; a structured interview (SI); a qualification appraisal interview (QAI); an evaluation of training & experience/education (T&E) and/or any combination thereof. ONLY the No Child Left Behind (NCLB) test requires and is mandated to have a passing score of 70 on each of the three parts of the test. All other tests will have a passing score set between 50 and 99 depending of a variety of factors affecting that specific recruitment. All candidates must pass the first examination process to be invited to the next step/test in the process. As the testing process consists of a minimum of two examination processes; the weight of each those processes may be determined at any step in the processes. Qualified candidates will be notified of the date, time, and place of the examination(s)/test(s). Candidates will be notified of the minimum pass points/test score for each examination and/or test in the examination process. OTHER: Proof of identification for completion of Form I-9, Employment Eligibility Verification, must be submitted at the time of processing for employment. SALARIES: All salaries as stated are based on present information and are subject to change. Appointments are made at the minimum salary shown in the posting and increases are granted at intervals based on anniversary date. Notification of Non-Discrimination Policy The Berkeley Unified School District is committed to fostering a positive working environment for its employees. Accordingly, BUSD practices shall be free from discrimination, harassment, intimidation and bullying of any employee based on an employee's actual race, color, ancestry, national origin, ethnic group identification, age, religion, marital status, physical or mental disability, sex, sexual orientation, gender, gender identity, or gender expression; the perception of one or more of such characteristics; or association with a person or group with one or more of these actual or perceived characteristics. The Board also prohibits retaliation against any district employee or job applicant who complains, testi?es or in any way participates in the district's complaint procedures instituted pursuant to this policy. The following employee has been designated to handle questions and complaints of alleged discrimination regarding Board Policy 4030: Compliance Officer and Title IX Coordinator 2020 Bonar Street, Room 116 Berkeley, CA 94702 Phone: 510-486-9338 Email: nondiscrimination@berkeley.net SALARIES: All salaries as stated are based on present information and are subject to change. Appointments are made at the minimum salary shown and increases are granted at intervals based on satisfactory service. BENEFITS: Health plans provide for full coverage for employees and family in the area of medical and dental insurance to a negotiated maximum. All employees who work an average regular assignment of less than 5-1/2 hours a day (.72 FTE or less) shall be entitled to health insurance coverage and dental insurance coverage on a pro-rated basis. This position is covered by Social Security and may be eligible for California Public Employees Retirement System (CalPERS), with joint employee and employer paid contributions. Current members of CalPERS working in other California state, county, city, and school districts can transfer retirement service credit to the District. All employees are enrolled in an Employee Assistant Program (EAP). The District also offers various optional benefits including life insurance, short term disability, Vision Service Plan (VSP), and a medical and dependent care flexible spending option. VACATION: Classified Management (Local 21) District employees shall accrue vacation as follows: twenty-seven (27) working days per year. HOLIDAYS: Annual employees receive seventeen (17) paid holidays per year: Independence Day Labor Day Veterans' Day Thanksgiving Holiday (3 Days) Winter Board Holiday (3 Days) New Year's Holiday (2 Days) Martin Luther King's Birthday Lincoln's Birthday Washington's Birthday Spring Board Holiday Malcolm X's Birthday Memorial Day School Year employees may receive sixteen (16) paid holidays, including all of the above except Independence Day (4th of July). PROFESSIONAL DEVELOPMENT: Classified employees may also participate in professional development activities to enhance their careers. HEALTH AND CHARACTER INVESTIGATIONS: Candidates selected for appointment may be required to pass a medical examination given by a Commission-designated physician to determine physical fitness for District employment. The Commission may disqualify any eligible candidates on the basis of the examining physician's report. The District also conducts a fingerprinting background check for all potential candidates for hire. All convictions must be declared and explained on the application; failure to do so will automatically disqualify the application. Tuberculosis tests must be completed and a negative result must be supplied prior to beginning work. Closing Date/Time: 9/30/2024 11:59 PM Pacific
Sep 10, 2024
Basic Function and Representative Duties BASIC FUNCTION: Under the direction of an Assistant Superintendent, perform highly responsible and confidential secretarial and administrative assistant duties to relieve the Assistant Superintendent of a variety of administrative details; interpret policies and regulations to officials, staff and the public; plan, coordinate and organize office activities and flow of communications and information for the assigned administrator. REPRESENTATIVE DUTIES: ESSENTIAL DUTIES: • Perform highly responsible duties as the primary and confidential secretary to the Assistant Superintendent, relieving the administrator of a variety of secretarial and administrative details; provide administrative support to other departmental administrators as requested; plan, coordinate and organize office and department activities and flow of communications for the administrator; maintain confidentiality of privileged and sensitive information • Receive, screen and route telephone calls; greet and assist visitors; refer callers or visitors to appropriate staff members; take and relay messages; respond to requests, complaints and questions from officials, staff and the public, representing the Assistant Superintendent by phone and written communication; interpret policies and regulations to officials, staff and the public • Compose correspondence independently on a variety of matters including those of a confidential nature; compile and type various letters, forms, reports, contracts, packets, statistical data, memoranda, bulletins, newsletters, notices, vouchers, lists and other materials as directed; prepare, format, edit, proofread and revise written materials • Coordinate and schedule various appointments and meetings; make travel arrangements; reserve facilities; prepare and assure proper completion of reimbursement forms; maintain and coordinate the administrator's calendar; prepare and disseminate calendar of events; coordinate and arrange special events and activities • Receive, sort and route incoming correspondence; receive and respond to e-mails; review, prioritize and route incoming mail, correspondence, reports and other documents; compose replies independently or from oral direction; prepare notices, packets and informational materials for mailing • Attend a variety of meetings; prepare related agendas, Board topics, notices, reports, presentations and agendas; record and transcribe minutes; prepare and distribute minutes, updated records, statements, documents and reports to appropriate personnel • Research and compile a variety of information; compute statistical information for various federal, State and local reports; process and evaluate a variety of forms and applications related to assigned functions; duplicate materials as necessary • Input a wide variety of data into an assigned computer system; maintain automated files and records; create queries and generate a variety of computerized lists and reports; assure timely distribution and receipt of a variety of records and reports; assure accuracy of input and output data • Train and provide work direction and guidance to designated clerical personnel as assigned; provide input concerning employee interviews and evaluations as requested; train support staff on proper formats and procedures used in the office • Maintain designated budgets and assure assigned accounts are accurate and expenditures are within federal or State requirements; collect and account for fees; initiate budget transfers as directed • Prepare and maintain a variety of complex lists and records related to student information, personnel, financial activity and assigned duties; establish and maintain filing systems • Perform special projects and prepare various forms and reports on behalf of the Assistant Superintendent; attend to administrative details on special matters as assigned; perform varied duties related to the area of responsibility and assigned programs • Operate and maintain a variety of office equipment including a calculator, copier, fax machine, typewriter, computer and assigned software; arrange for equipment repairs as needed • Communicate with other departments, administrators and outside agencies to coordinate activities, exchange information and resolve issues or concerns • Prepare, type and process requisitions according to established guidelines; order, receive and maintain inventory of supplies and equipment in accordance with established guidelines • Obtain and provide information, records and materials to staff and the public where judgment, knowledge and interpretation of policies and regulations and organizational functions and programs are required; verify information for staff and outside agencies as requested • Maintain confidentiality regarding issues related to personnel matters • Develop and implement office procedures to assure complete and timely operations; create office forms which facilitate work flow OTHER DUTIES: Perform related duties as assigned Knowledge and Abilities KNOWLEDGE AND ABILITIES: KNOWLEDGE OF: Functions and secretarial operations of an administrative office District operations, policies and objectives Applicable laws, codes, regulations, policies and procedures Modern office practices, procedures and equipment Record-keeping techniques Correct English usage, grammar, spelling, punctuation and vocabulary Oral and written communication skills Interpersonal skills using tact, patience and courtesy Budgeting practices regarding monitoring and control Methods of collecting and organizing data and information Business letter and report writing, editing and proofreading Basic public relations techniques Operation of a computer and assigned software ABILITY TO: Perform highly responsible and confidential secretarial and administrative assistant duties to relieve the Assistant Superintendent of a variety of administrative details Interpret, apply and explain laws, codes, rules, regulations, policies and procedures Plan, coordinate and organize office activities and flow of communications and information for the assigned administrator Organize complex material and summarize discussions and actions taken in report form Compile and prepare comprehensive reports concerning a broad spectrum of subject matter Compose effective correspondence independently Maintain a variety of complex and confidential files and records Assure efficient and timely completion of office and program projects and activities Understand and resolve issues, complaints or problems Type or input data at an acceptable rate of speed Take and transcribe dictation at an acceptable rate of speed Operate a variety of office equipment including a computer and assigned software Establish and maintain cooperative and effective working relationships with others Analyze situations accurately and adopt an effective course of action Plan and organize work Meet schedules and time lines Prioritize and schedule work Work independently with little direction Work confidentially with discretion Communicate effectively both orally and in writing Education, Experience and Other Requirements Any combination equivalent to: bachelor's degree in a related field and four years of increasingly responsible secretarial or administrative assistant experience Working Conditions and Additional Information WORKING CONDITIONS: ENVIRONMENT: Office environment Constant interruptions PHYSICAL DEMANDS: Hearing and speaking to exchange information in person or on the telephone Dexterity of hands and fingers to operate a computer keyboard Seeing to read a variety of materials Sitting or standing for extended periods of time Bending the waist or kneeling to file materials HAZARDS: Interactions with dissatisfied, hostile and irate individuals EXAMINATION INFORMATION: The first step in the examination process is the application screening and whether or not the candidate meets the minimum qualifications listed. The testing process may consist of a written exam; an oral exam; a performance exam; a structured interview (SI); a qualification appraisal interview (QAI); an evaluation of training & experience/education (T&E) and/or any combination thereof. ONLY the No Child Left Behind (NCLB) test requires and is mandated to have a passing score of 70 on each of the three parts of the test. All other tests will have a passing score set between 50 and 99 depending of a variety of factors affecting that specific recruitment. All candidates must pass the first examination process to be invited to the next step/test in the process. As the testing process consists of a minimum of two examination processes; the weight of each those processes may be determined at any step in the processes. Qualified candidates will be notified of the date, time, and place of the examination(s)/test(s). Candidates will be notified of the minimum pass points/test score for each examination and/or test in the examination process. OTHER: Proof of identification for completion of Form I-9, Employment Eligibility Verification, must be submitted at the time of processing for employment. SALARIES: All salaries as stated are based on present information and are subject to change. Appointments are made at the minimum salary shown in the posting and increases are granted at intervals based on anniversary date. Notification of Non-Discrimination Policy The Berkeley Unified School District is committed to fostering a positive working environment for its employees. Accordingly, BUSD practices shall be free from discrimination, harassment, intimidation and bullying of any employee based on an employee's actual race, color, ancestry, national origin, ethnic group identification, age, religion, marital status, physical or mental disability, sex, sexual orientation, gender, gender identity, or gender expression; the perception of one or more of such characteristics; or association with a person or group with one or more of these actual or perceived characteristics. The Board also prohibits retaliation against any district employee or job applicant who complains, testi?es or in any way participates in the district's complaint procedures instituted pursuant to this policy. The following employee has been designated to handle questions and complaints of alleged discrimination regarding Board Policy 4030: Compliance Officer and Title IX Coordinator 2020 Bonar Street, Room 116 Berkeley, CA 94702 Phone: 510-486-9338 Email: nondiscrimination@berkeley.net SALARIES: All salaries as stated are based on present information and are subject to change. Appointments are made at the minimum salary shown and increases are granted at intervals based on satisfactory service. BENEFITS: Health plans provide for full coverage for employees and family in the area of medical and dental insurance to a negotiated maximum. All employees who work an average regular assignment of less than 5-1/2 hours a day (.72 FTE or less) shall be entitled to health insurance coverage and dental insurance coverage on a pro-rated basis. This position is covered by Social Security and may be eligible for California Public Employees Retirement System (CalPERS), with joint employee and employer paid contributions. Current members of CalPERS working in other California state, county, city, and school districts can transfer retirement service credit to the District. All employees are enrolled in an Employee Assistant Program (EAP). The District also offers various optional benefits including life insurance, short term disability, Vision Service Plan (VSP), and a medical and dependent care flexible spending option. VACATION: Classified Management (Local 21) District employees shall accrue vacation as follows: twenty-seven (27) working days per year. HOLIDAYS: Annual employees receive seventeen (17) paid holidays per year: Independence Day Labor Day Veterans' Day Thanksgiving Holiday (3 Days) Winter Board Holiday (3 Days) New Year's Holiday (2 Days) Martin Luther King's Birthday Lincoln's Birthday Washington's Birthday Spring Board Holiday Malcolm X's Birthday Memorial Day School Year employees may receive sixteen (16) paid holidays, including all of the above except Independence Day (4th of July). PROFESSIONAL DEVELOPMENT: Classified employees may also participate in professional development activities to enhance their careers. HEALTH AND CHARACTER INVESTIGATIONS: Candidates selected for appointment may be required to pass a medical examination given by a Commission-designated physician to determine physical fitness for District employment. The Commission may disqualify any eligible candidates on the basis of the examining physician's report. The District also conducts a fingerprinting background check for all potential candidates for hire. All convictions must be declared and explained on the application; failure to do so will automatically disqualify the application. Tuberculosis tests must be completed and a negative result must be supplied prior to beginning work. Closing Date/Time: 9/30/2024 11:59 PM Pacific
STATE CENTER COMMUNITY COLLEGE DISTRICT
Fresno, California, United States
General Purpose Under general supervision, performs executive level administrative support to a College President; serves as the first point of contact and oversees and administers operations of the Office of the President; interprets and explains policies; performs research and oversees small administrative projects; performs budget development and tracking activities; performs complex scheduling and calendaring; staffs committees; takes and posts agendas and minutes; regularly interacts with the Chancellor's Office, Board of Trustees and elected officials; coordinates event logistics; and performs related duties as assigned. Essential Duties & Responsibilities The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. Provides clerical and administrative support to the Office of the President; composes and prepares a wide variety of finished documents, which may include confidential correspondence and other material for signature by the President; prepares and maintains records for periodic or special reports and presentations; drafts President's Cabinet and Board of Trustee documents and reports; proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures; ensures materials, contracts, reports and documents for signature are accurate and complete. Relieves the President of administrative details by disseminating information and requests and taking follow up action; keeps the President informed of pertinent matters and may attend meetings with the President to obtain information as assigned; assists in ensuring the implementation and completion of projects; implements new and improved processes and systems. Serves as a clearinghouse for communications with District, college and community members and the public; prioritizes calls and requests; independently responds to visitors, phone calls, correspondence and email inquiries; provides information and handles issues that may require sensitivity, tact and independent judgment over the phone, in person and online; facilitates the completion of action items and the flow of information; researches requests or complaints and refers matters to the President or appropriate staff and/or takes or recommends actions to resolve issues. Acts as liaison in scheduling meetings and conferences with other Cabinet members, College leadership, District students and staff, committees, elected officials and the public; maintains a variety of calendars; tracks pending matters and contracts. Researches and gathers background materials and documents needed to brief the President, drafts recommendations and reports for committees, the Personnel Commission and the Board of Trustees; researches best practices, prior actions, student data and financial information and forwards to the President for review. Attends and provides administrative support to a variety of committees and other District meetings; participates in the preparation of the agenda, presentations and meeting packets; may take verbatim meeting notes or transcribe recordings; keeps minutes and records of assigned committees in accordance with the Brown Act; maintains committee records and disseminates and tracks all formal actions and outcomes. Organizes, maintains and updates confidential, specialized and technical files, documents and records including department personnel records; creates and maintains electronic and physical filing systems. Monitors multiple budgets from a variety of funding sources; tracks requests for payments and purchase orders; reviews travel and conference expense forms; participates in program evaluation and grant administration functions including basic grant writing, collecting program data and generating performance reports. Reviews incoming documents and Board reports for accuracy and compliance with applicable laws, rules and procedures; assists in the preparation and posting of Board agendas, recommendations, documents and minutes; may attend Board meetings and take minutes; updates and maintains college records and data on Board web pages. Provides input in selecting, training and providing day-to-day lead work guidance and direction to other staff; assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; monitors workflow to ensure that mandated deadlines are being met in an optimal manner; provides information, instruction and training on work procedures and technical, legal and regulatory requirements. Provides input to the supervisor on employee work performance and behaviors; assists in ensuring a fair, open and inclusive work environment in accordance with the District's mission, goals and values. Coordinates personnel processes including for hiring and evaluation purposes; ensures accuracy of time cards and payroll processes; coordinates the timely resolution of employee grievance and discipline processes. Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District. OTHER DUTIES Provides backup for other departments or division office administrative support staff. Organizes a variety of formal and informal meetings and events including awards ceremonies, tours, receptions and conferences. Evaluates, enhances and documents office workflow, program operations, policies and procedures. Orders and replenishes an inventory of office materials and supplies. Represents the District on internal committees and task forces and with external groups and organizations. Performs related duties as assigned. Employment Standards / Minimum Qualifications KNOWLEDGE, SKILLS AND ABILITIES Knowledge of: Office administrative and management practices and procedures. Advanced principles, practices and techniques used in customer service, public relations and community outreach. Principles and practices of conflict resolution and crisis management. Methods, practices, procedures and requirements for drafting a wide variety of documents, reports, presentations, contracts, regulations and other policies. Basic research and analysis techniques. Provisions of the Brown Act and the Public Records Act. Bookkeeping and elementary accounting practices and procedures. District and college organization, program goals, objectives, policies, procedures and practices. District student recordkeeping practices and procedures for processing student information and interpreting input and output data. District payroll and general accounting systems operations, practices and procedures. Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation. District policies, procedures and rules regarding budgeting, purchasing and travel/training and expense reporting. Applicable sections of the California Education Code and federal, state and local laws and regulations. Safety policies and safe work practices applicable to the assignment. Basic principles and practices of employee work guidance and direction. Personnel Commission Rules, Board Policies, Administrative Regulations, Human Resources procedures and collective bargaining agreements. Uses and operations of scanners, phone systems, computers, standard business software, and database and spreadsheet applications. Skills and Abilities to: Assign and review the work of assigned staff. Manage multiple and rapidly changing priorities to meet the needs and expectations of the President, executives, Board of Trustees members, state officials and other constituencies. Communicate information accurately and effectively; understand requests for information or assistance; maintain a courteous and tactful manner when under pressure or in an antagonistic situation. Compose clear, concise and comprehensive analyses, correspondence, reports, studies, agreements, presentations and other written materials from brief instructions. Track and report statistical information utilizing complex spreadsheets and databases. Perform mathematical calculations; assist in monitoring departmental budgets. Analyze problems, evaluate alternatives and recommend or adopt effective courses of action in accordance with established policies and procedures. Set priorities and exercise sound judgment within areas of responsibility. Understand, interpret, explain and apply applicable laws, codes, regulations, policies and procedures. Maintain confidentiality of District and student files and records. Effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices. Communicate effectively, both orally and in writing. Understand and follow written and oral instructions. Operate a computer and use standard business software. Type accurately at a speed necessary to meet the requirements of the position. Represent the District effectively in dealing with students, District leadership, community groups, and elected officials. Exercise tact and diplomacy in dealing with sensitive, complex and confidential management, staff and student issues and situations. Establish and maintain effective working relationships with all those encountered in the course of work. EDUCATION AND EXPERIENCE Graduation from an accredited community college with an associate degree, and at least five years of progressively responsible administrative support experience, at least two of which were supporting a department head or higher; or an equivalent combination of training and experience. A bachelor's degree is highly desirable. LICENSES, CERTIFICATES AND OTHER REQUIREMENTS A valid California driver's license and the ability to maintain insurability under the District's vehicle insurance program. PHYSICAL AND MENTAL DEMANDS The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Demands While performing the duties of this class, employees are regularly required to sit; talk or hear, in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; and reach with hands and arms. Employees are frequently required to walk and stand; and lift up to 10 pounds and occasionally up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Mental Demands While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret situations; learn and apply new information or skills; perform highly detailed work; work on multiple, concurrent tasks; work with frequent interruptions; work under intensive deadlines; and interact with District managers, staff, the public and others encountered in the course of work. WORKING ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Employees work under typical office conditions, and the noise level is usually quiet. The employee may be required to travel to locations other than assigned work site and to adjust to work schedule changes and requirements to work overtime. Assessment Process Only the most qualified candidates will be referred to the hiring manager. Full-time permanent positions provide an attractive benefit package which includes health, dental and vision coverage for the employee and eligible dependents, as well as life insurance and disability coverage for employees.Part-time positions are paid hourly, with limited benefits. For a detailed list of benefits, visit our benefits page .
Sep 18, 2024
Temporary
General Purpose Under general supervision, performs executive level administrative support to a College President; serves as the first point of contact and oversees and administers operations of the Office of the President; interprets and explains policies; performs research and oversees small administrative projects; performs budget development and tracking activities; performs complex scheduling and calendaring; staffs committees; takes and posts agendas and minutes; regularly interacts with the Chancellor's Office, Board of Trustees and elected officials; coordinates event logistics; and performs related duties as assigned. Essential Duties & Responsibilities The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. Provides clerical and administrative support to the Office of the President; composes and prepares a wide variety of finished documents, which may include confidential correspondence and other material for signature by the President; prepares and maintains records for periodic or special reports and presentations; drafts President's Cabinet and Board of Trustee documents and reports; proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures; ensures materials, contracts, reports and documents for signature are accurate and complete. Relieves the President of administrative details by disseminating information and requests and taking follow up action; keeps the President informed of pertinent matters and may attend meetings with the President to obtain information as assigned; assists in ensuring the implementation and completion of projects; implements new and improved processes and systems. Serves as a clearinghouse for communications with District, college and community members and the public; prioritizes calls and requests; independently responds to visitors, phone calls, correspondence and email inquiries; provides information and handles issues that may require sensitivity, tact and independent judgment over the phone, in person and online; facilitates the completion of action items and the flow of information; researches requests or complaints and refers matters to the President or appropriate staff and/or takes or recommends actions to resolve issues. Acts as liaison in scheduling meetings and conferences with other Cabinet members, College leadership, District students and staff, committees, elected officials and the public; maintains a variety of calendars; tracks pending matters and contracts. Researches and gathers background materials and documents needed to brief the President, drafts recommendations and reports for committees, the Personnel Commission and the Board of Trustees; researches best practices, prior actions, student data and financial information and forwards to the President for review. Attends and provides administrative support to a variety of committees and other District meetings; participates in the preparation of the agenda, presentations and meeting packets; may take verbatim meeting notes or transcribe recordings; keeps minutes and records of assigned committees in accordance with the Brown Act; maintains committee records and disseminates and tracks all formal actions and outcomes. Organizes, maintains and updates confidential, specialized and technical files, documents and records including department personnel records; creates and maintains electronic and physical filing systems. Monitors multiple budgets from a variety of funding sources; tracks requests for payments and purchase orders; reviews travel and conference expense forms; participates in program evaluation and grant administration functions including basic grant writing, collecting program data and generating performance reports. Reviews incoming documents and Board reports for accuracy and compliance with applicable laws, rules and procedures; assists in the preparation and posting of Board agendas, recommendations, documents and minutes; may attend Board meetings and take minutes; updates and maintains college records and data on Board web pages. Provides input in selecting, training and providing day-to-day lead work guidance and direction to other staff; assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; monitors workflow to ensure that mandated deadlines are being met in an optimal manner; provides information, instruction and training on work procedures and technical, legal and regulatory requirements. Provides input to the supervisor on employee work performance and behaviors; assists in ensuring a fair, open and inclusive work environment in accordance with the District's mission, goals and values. Coordinates personnel processes including for hiring and evaluation purposes; ensures accuracy of time cards and payroll processes; coordinates the timely resolution of employee grievance and discipline processes. Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District. OTHER DUTIES Provides backup for other departments or division office administrative support staff. Organizes a variety of formal and informal meetings and events including awards ceremonies, tours, receptions and conferences. Evaluates, enhances and documents office workflow, program operations, policies and procedures. Orders and replenishes an inventory of office materials and supplies. Represents the District on internal committees and task forces and with external groups and organizations. Performs related duties as assigned. Employment Standards / Minimum Qualifications KNOWLEDGE, SKILLS AND ABILITIES Knowledge of: Office administrative and management practices and procedures. Advanced principles, practices and techniques used in customer service, public relations and community outreach. Principles and practices of conflict resolution and crisis management. Methods, practices, procedures and requirements for drafting a wide variety of documents, reports, presentations, contracts, regulations and other policies. Basic research and analysis techniques. Provisions of the Brown Act and the Public Records Act. Bookkeeping and elementary accounting practices and procedures. District and college organization, program goals, objectives, policies, procedures and practices. District student recordkeeping practices and procedures for processing student information and interpreting input and output data. District payroll and general accounting systems operations, practices and procedures. Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation. District policies, procedures and rules regarding budgeting, purchasing and travel/training and expense reporting. Applicable sections of the California Education Code and federal, state and local laws and regulations. Safety policies and safe work practices applicable to the assignment. Basic principles and practices of employee work guidance and direction. Personnel Commission Rules, Board Policies, Administrative Regulations, Human Resources procedures and collective bargaining agreements. Uses and operations of scanners, phone systems, computers, standard business software, and database and spreadsheet applications. Skills and Abilities to: Assign and review the work of assigned staff. Manage multiple and rapidly changing priorities to meet the needs and expectations of the President, executives, Board of Trustees members, state officials and other constituencies. Communicate information accurately and effectively; understand requests for information or assistance; maintain a courteous and tactful manner when under pressure or in an antagonistic situation. Compose clear, concise and comprehensive analyses, correspondence, reports, studies, agreements, presentations and other written materials from brief instructions. Track and report statistical information utilizing complex spreadsheets and databases. Perform mathematical calculations; assist in monitoring departmental budgets. Analyze problems, evaluate alternatives and recommend or adopt effective courses of action in accordance with established policies and procedures. Set priorities and exercise sound judgment within areas of responsibility. Understand, interpret, explain and apply applicable laws, codes, regulations, policies and procedures. Maintain confidentiality of District and student files and records. Effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices. Communicate effectively, both orally and in writing. Understand and follow written and oral instructions. Operate a computer and use standard business software. Type accurately at a speed necessary to meet the requirements of the position. Represent the District effectively in dealing with students, District leadership, community groups, and elected officials. Exercise tact and diplomacy in dealing with sensitive, complex and confidential management, staff and student issues and situations. Establish and maintain effective working relationships with all those encountered in the course of work. EDUCATION AND EXPERIENCE Graduation from an accredited community college with an associate degree, and at least five years of progressively responsible administrative support experience, at least two of which were supporting a department head or higher; or an equivalent combination of training and experience. A bachelor's degree is highly desirable. LICENSES, CERTIFICATES AND OTHER REQUIREMENTS A valid California driver's license and the ability to maintain insurability under the District's vehicle insurance program. PHYSICAL AND MENTAL DEMANDS The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Demands While performing the duties of this class, employees are regularly required to sit; talk or hear, in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; and reach with hands and arms. Employees are frequently required to walk and stand; and lift up to 10 pounds and occasionally up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Mental Demands While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret situations; learn and apply new information or skills; perform highly detailed work; work on multiple, concurrent tasks; work with frequent interruptions; work under intensive deadlines; and interact with District managers, staff, the public and others encountered in the course of work. WORKING ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Employees work under typical office conditions, and the noise level is usually quiet. The employee may be required to travel to locations other than assigned work site and to adjust to work schedule changes and requirements to work overtime. Assessment Process Only the most qualified candidates will be referred to the hiring manager. Full-time permanent positions provide an attractive benefit package which includes health, dental and vision coverage for the employee and eligible dependents, as well as life insurance and disability coverage for employees.Part-time positions are paid hourly, with limited benefits. For a detailed list of benefits, visit our benefits page .
City of Kansas City, MO
Kansas City, Missouri, United States
Full-time position available with the Health Department, Director's Office Division located at 2400 Troost Ave Salary Range: $6,489-$9,734/month Normal Work Days/Hours: Monday-Friday, 8:00 a.m.-5:00 p.m. *Telework schedule can be discussed with Director Application Deadline Date: September 27, 2024 Responsibilities The Kansas City Health Department is seeking a driven, efficient, and organized leader with excellent interpersonal skills. Solves problem effectively with excellent communication skills. Oversees the scheduling and prioritization of the Director's meetings. Conducts meetings with potential vendors and partners to assess fit. Ensures the strategic implementation of the Administration's goals and objectives. Coordinates efforts across the department's operations. Qualifications REQUIRES an accredited Bachelor's degree. Other Information URGENT!!! CRITICAL RECRUITMENT INFORMATION Applications and/or resumes are evaluated on the information received by the application deadline. Please ensure that your application or resume clearly demonstrates how you meet the minimum qualifications for the position for which you are applying, this includes providing all relevant educational dates and a detailed description of relevant work experience, including months/years of employment. Applications and/or resumes may not be considered if information is incomplete. In order for a resume to be used in lieu of an application the resume must have been submitted online via the City's Applicant Tracking System. Positions requiring a high school diploma/GED certificate must be obtained from a school/program accredited by the Department of Education and recognized by the U.S. Secretary of Education. The minimum education requirement for positions that allow for experience equivalency for an accredited degree is a high school diploma. Unless otherwise specified, an accredited degree must be obtained from a college or university listed with the U.S. Department of Education and recognized by the U.S. Secretary of Education. For positions with a salary grade of EX6 or higher that require an accredited degree, qualifying professional experience must be obtained AFTER the accredited degree is obtained. Successful completion of a pre-employment criminal history/background check is required for all positions. Some positions require a post offer drug screen and/or physical. If appointed, non-residents must obtain residency inside Kansas City, Missouri's city limits within nine months. The City of KCMO is an equal opportunity employer that values diversity and inclusion in the workplace. The City is committed to providing a workplace environment for its employees and citizens free from discrimination based on race, color, sex (including pregnancy), national origin, religion, age, disability, marital status, genetic information, sexual orientation, or gender identity. For more information, please see our EEO Policy The City of KCMO is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process, please call 816-513-1908 or send an e-mail to accommodations@kcmo.org . If claiming military veterans' preference points, you must attach a copy of your DD-214 or a DD-256 (for reservists). To claim veterans' points you must have served 180 days of regular active duty service and be discharged or released under honorable conditions during peacetimes or 90 days of active duty service, one (1) day during "wartime" and a last discharge or release under honorable conditions. (DOD) 38 U.S. Code • 4211).
Sep 15, 2024
Full Time
Full-time position available with the Health Department, Director's Office Division located at 2400 Troost Ave Salary Range: $6,489-$9,734/month Normal Work Days/Hours: Monday-Friday, 8:00 a.m.-5:00 p.m. *Telework schedule can be discussed with Director Application Deadline Date: September 27, 2024 Responsibilities The Kansas City Health Department is seeking a driven, efficient, and organized leader with excellent interpersonal skills. Solves problem effectively with excellent communication skills. Oversees the scheduling and prioritization of the Director's meetings. Conducts meetings with potential vendors and partners to assess fit. Ensures the strategic implementation of the Administration's goals and objectives. Coordinates efforts across the department's operations. Qualifications REQUIRES an accredited Bachelor's degree. Other Information URGENT!!! CRITICAL RECRUITMENT INFORMATION Applications and/or resumes are evaluated on the information received by the application deadline. Please ensure that your application or resume clearly demonstrates how you meet the minimum qualifications for the position for which you are applying, this includes providing all relevant educational dates and a detailed description of relevant work experience, including months/years of employment. Applications and/or resumes may not be considered if information is incomplete. In order for a resume to be used in lieu of an application the resume must have been submitted online via the City's Applicant Tracking System. Positions requiring a high school diploma/GED certificate must be obtained from a school/program accredited by the Department of Education and recognized by the U.S. Secretary of Education. The minimum education requirement for positions that allow for experience equivalency for an accredited degree is a high school diploma. Unless otherwise specified, an accredited degree must be obtained from a college or university listed with the U.S. Department of Education and recognized by the U.S. Secretary of Education. For positions with a salary grade of EX6 or higher that require an accredited degree, qualifying professional experience must be obtained AFTER the accredited degree is obtained. Successful completion of a pre-employment criminal history/background check is required for all positions. Some positions require a post offer drug screen and/or physical. If appointed, non-residents must obtain residency inside Kansas City, Missouri's city limits within nine months. The City of KCMO is an equal opportunity employer that values diversity and inclusion in the workplace. The City is committed to providing a workplace environment for its employees and citizens free from discrimination based on race, color, sex (including pregnancy), national origin, religion, age, disability, marital status, genetic information, sexual orientation, or gender identity. For more information, please see our EEO Policy The City of KCMO is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process, please call 816-513-1908 or send an e-mail to accommodations@kcmo.org . If claiming military veterans' preference points, you must attach a copy of your DD-214 or a DD-256 (for reservists). To claim veterans' points you must have served 180 days of regular active duty service and be discharged or released under honorable conditions during peacetimes or 90 days of active duty service, one (1) day during "wartime" and a last discharge or release under honorable conditions. (DOD) 38 U.S. Code • 4211).