Senior Office Assistant

SOUTH COAST AQMD AND JOB OVERVIEW

South Coast Air Quality Management District (South Coast AQMD) is one of the largest and most technologically sophisticated environmental regulatory agencies in the Nation. We serve a four-county region that includes large areas of Los Angeles, Orange County, Riverside and San Bernardino counties, including the Coachella Valley, which is home to more than 17 million people. South Coast AQMD's headquarters is located in Diamond Bar, 30 miles east of downtown Los Angeles, at the junction of the 57 and 60 freeways. With a highly diverse "Clean Air Team" of over 800 employees, an annual budget of $196.3 million, and a state-of-the art air quality laboratory, our mission is to ensure clean air and a healthy environment. South Coast AQMD is an organization you can be proud to work for -- we make a difference in the quality of life in Southern California!

THE SELECTION PROCESS

Application packets and responses to the Supplemental Questionnaire will be carefully reviewed, and only those candidates with the most competitive and/or directly transferable experience will be invited to the next step in the process, which is expected to be performance-based computer skills testing, including a basic Microsoft Word and intermediate Microsoft Excel skills test.

Following the computer skills tests, the most competitive candidates will be invited to a multiple-choice examination. Performance in the above testing processes is expected to result in a ranked eligible list, from which current and future vacancies may be filled, during the 6-12 month life of the list. Please note: All testing is expected to be conducted remotely.

Only those who demonstrate at each successive step of the selection process that they are among the most competitively qualified will be advanced to the next step. Meeting the minimum qualifications does not guarantee an invitation to future steps in the process.

South Coast AQMD reserves the right to add, delete, or modify any elements of the selection process as deemed appropriate, based on the number and quality of applicants at each step. Candidates who may need accommodations during the selection process must call the Human Resources Department at least one week prior to any test dates.

ABOUT THE POSITION

Senior Office Assistant is the lead-worker or advanced journey-level class in the Office Assistant series. Under general supervision, a Senior Office Assistant assigns, coordinates, reviews and participates in a variety of office assistance and clerical support duties; and/or performs specialized, complex office assistant duties and clerical support duties of above-average difficulty; operates automated office equipment; and does other work as required.

EXAMPLE OF DUTIES

Assigns, reviews, participates in, and coordinates the activities of a unit engaged in performing general or specialized office support work; monitors the workload and prioritizes assignments to ensure the timely completion of work; compiles unit statistical production reports maintained by staff for supervisory review; may coordinate the flow of work with other units.

Trains and instructs new employees on operational procedures and divisional rules, regulations, and procedures; provides technical guidance on difficult work problems by explaining the application of operational procedures specific to the situation.

Reviews the work of staff to ensure accuracy, completeness, and adherence to instructions and prescribed work methods, and counsels staff on work assignments; meets with supervisory staff to provide information, and discuss reassignment of staff and work performance problems; prepares draft performance evaluations.

Performs specialized complex and responsible office support work requiring the review and analysis of a variety of information sources; performs extensive searches of records, files, reports, and/or computerized databases and recordkeeping systems, and abstracts information not readily available; summarizes and interprets data to prepare narrative or statistical reports.

Responds to a variety of inquiries, requests, or complaints; identifies, analyzes, and prepares appropriate recommendations, and initiates corrective measures to resolve problems; provides information that requires referencing a number of sources and the explanation of detailed rules, regulations, and procedures to South Coast AQMD staff and the public; handles difficult situations and sensitive requests for information by South Coast AQMD personnel or external agency representatives; may screen and route incoming telephone calls.

Reviews documents, files, applications, and records for form and content, and to ensure compliance with established operational policies and procedures; performs arithmetical calculations to compile statistical reports; may calculate and prepare special billings, reinstatement fees, and prorations for billing cycle changes.

Types letters, reports, charts, case records, and similar documents using word processing equipment or a typewriter from rough drafts, marginal notes, machine transcriptions, or general instructions; gathers and assembles information from a variety of sources, and arranges materials in proper format; proofreads finished copy to ensure standards for accuracy, completeness, and format; composes correspondence requiring the exercise of independent judgment in the selection of information or data necessary to formulate a reply.

Establishes alphabetical, numerical, chronological, and/or subject matter filing systems; prepares, arranges, indexes, and cross-references files, as needed; updates and organizes files to determine the appropriateness of revising, deleting, or purging information; maintains a variety of records, logs, rosters, and registers; may prepare statistical and other types of reports; may review office supplies and requisition forms, and prepares supply requests based on anticipated needs.

MINIMUM AND DESIRABLE QUALIFICATIONS

DESIRABLE QUALIFICATIONS

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

• At least three years of journey-level experience, performing a variety of clerical support duties.

• Experience working for a government agency or public organization.

• Excellent customer service skills.

• Experience providing clerical support to a large staff, reporting to multiple supervisors.

• Experience working in a fast-paced department, juggling competing priorities and deadlines.

• Strong data entry experience and skills.

• Experience updating/maintaining web pages is a plus.

MINIMUM QUALIFICATIONS

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

EITHER I-

EXPERIENCE: One year as an Office Assistant.

• OR II-

EXPERIENCE: Two years performing a variety of journey-level clerical duties.

SUBSTITUTION: Completion of 18 semester (27 quarter) units from an accredited college or university in secretarial sciences, office practices, business education, or a closely related field, or completion of 360 hours of training from a recognized occupational training program in any of the above-listed fields may substitute for up to one year of the experience required under Option II.

KNOWLEDGE OF: Modern office and record-keeping practices, including alphabetical, numerical, chronological, and subject matter filing procedures; correct spelling, grammar, and punctuation to prepare correspondence and proofread finished copy; use and maintenance of computerized databases; computers and other automated equipment for data entry and word processing purposes, and well as other office equipment, including calculators, scanners, photocopiers and printers.

ABILITY TO: Train and review the work of other staff; explain and apply South Coast AQMD rules, regulations, policies, and procedures specific to the area of assignment; effectively communicate detailed and complex rules, regulations, and clerical procedures to the public and South Coast AQMD employees; sort, classify, compile, and verify data; review and proofread documents for accuracy and completeness; maintain logs and records, including computerized filing systems and databases; make accurate arithmetical computations; operate a variety of standard and automated office machines; understand and follow oral and written instructions; establish and maintain effective working relationships with South Coast AQMD personnel and others contacted in the course of work.

OTHER IMPORTANT INFORMATION

APPLICATION PACKETS MUST INCLUDE:

• A typing certificate. The typing certificate must be attached to the application. Please click here to review typing certificate requirements.

• A completed employment application covering at least the past 10 years of employment history (or longer if you have other relevant experience), and your entire South Coast AQMD employment history if you are a South Coast AQMD employee.

• Up to four references which include the names and phone numbers of your present and past supervisors or managers, and/or college professors or persons for whom you have directly provided services, not peers.

• Responses to the Supplemental Questionnaire (SQ). The SQ is a form of written test, and will be evaluated as such. Your responses should be well written, clear, concise, and directly responsive to the question.

• If you claim education on your application, an unofficial copy of your transcripts, documenting all qualifying education and/or occupational training claimed, must be submitted as an attachment to your online application.

Job applications must be completely filled out. A resume cannot be substituted for the required information. Be sure to detail any education, training or other relevant coursework that would make you a particularly strong candidate.

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