Executive Assistant II - Lake Elsinore

ABOUT THE POSITION

The Riverside County Fire Department seeks an Executive Assistant II to support their office located in Lake Elsinore.The incumbent will perform a wide variety of secretarial, administrative, and clerical duties for an Assistant Department Head or Division Chief; assists the Office of the Fire Marshal staff as needed, serves as recording secretary to a large/complex board,commission, committee, or similar entity; enters data; runs reports, organizes statistical data as requested by the City and Fire Marshal's Office; performs other related duties as required.

The most competitive candidates will possess the following experience: supporting a government agency (City, County, State, or Federal) with contracts, agreements, and special projects; utilizing Microsoft Office Suite; utilizing Excel and Power Business Intelligence (BI) to build tables and extract analytical data; and knowledge of various State and County programs and applications. Additionally, candidates with Bilingual - Spanish skills are preferred, but not required.

The Executive Assistant II is the second level classification in the Executive Assistant series and reports to an appropriate supervisory or management level position. This class is characterized by the primary responsibility to perform a variety of secretarial and complex clerical duties for a department manager at the level of Assistant Department Head or Division Chief or functioning as a recording secretary to a large/complex board, commission, committee, or similar entity.

Meet the Team!

The Riverside County Fire Department is one of California's largest integrated, cooperative, regional fire protection organizations. The Department, a unique partnership between State of California Department of Forestry and Fire Protection (CAL FIRE) and the County of Riverside, serves 19 partner agencies and 1 community service district. The Department has five core values: Leadership, Competence, Integrity, Safety, and Customer Service.

EXAMPLES OF ESSENTIAL DUTIES

• Take and prepare minutes of meetings.

• Type correspondence, memoranda, reports, documents, orders, payrolls, briefs and statistical data such as charts, tables, and graphs.

• Set up and maintain office files, record and index using computer applications that include use of electronic mail, word processing, spreadsheet and special databases.

• Maintain control files to monitor status and expedites the completion of staff assignments.

• Schedule appointments, coordinate time, place, and participant arrangements for meetings.

• Sort, screen, and route incoming mail.

• Provide general information to office and telephone callers and/or refer them to appropriate party.

• Compile and summarize information, data, and figures for reports.

• May lead subordinate staff in routine clerical assignments.

• Assist Office of the Fire Marshal staff with duties as required; arrange meetings and schedule appointments; answer correspondence independently; prepare weekly meeting agenda; assemble data, reports, and material prepared by Department staff for Commissioners and Commission meetings as required.

MINIMUM QUALIFICATIONS

OPTION I

Education:Graduation from high school or attainment of a satisfactory score on a G.E.D. test may be required.

Experience:One year in a secretarial capacity performing a wide range of complex clerical and secretarial support duties with Riverside County.

OPTION II

Education:Graduation from high school or attainment of a satisfactory score on a G.E.D. test may be required.

Experience:Three years of broad and varied clerical experience, one year of which must have been in a secretarial capacity performing a wide range of complex clerical and secretarial support duties. (Completion of 18 semester or 27 quarter units from an accredited college or university or 360 hours of training from an accredited occupational training program in secretarial sciences, office practices, business education, or a closely related field to the assignment may substitute for one year of nonspecialized clerical experience.)

ALL OPTIONS:

License:Possession of a valid California Driver's License is required.

Knowledge of:A wide variety of typing layouts and formats; Business English, including spelling, punctuation, grammar, capitalization, and word usage; indexing and filing rules and systems; the operation and uses of office equipment including personal computers, and copiers; modern office and record keeping procedures and practices; basic arithmetic; County customer service objectives and strategies; telephone, office, and online etiquette; current technology and trends in the profession.

Ability to:Operate standard and modern office equipment; proofread and review work for accuracy and completeness; input and retrieve data from computerized record keeping systems; prioritize and route telephone calls and mail; monitor staff assignment deadlines; establish effective working relationships with management, employees, and employee representatives.

SUPPLEMENTAL INFORMATION

Contact Information

For more information regarding the position, please contact the recruiter Letisia Jimenez at (951) 955-5787 or via email atltjimenez@rivco.org.