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City of El Monte-Administrative Assistant

10/9/2018 4:55:35 PM 65

Salary$14.86 - $23.27 Hourly $2,575.00 - $4,034.17 Monthly $30,900.00 - $48,410.00 Annually

$30,900.00 - $48,410.00 Annually

Location El Monte, CA

El Monte, CA

Job Type

full-time

Department

Administration

Job Number

2018-24

Closing date and time

10/19/2018 at 5:00 PM Pacific Time (US & Canada); Tijuana










Description

Under general supervision, performs highly skilled and complex technical, clerical, secretarial and administrative support activities to internal departments, as needed.

SUPERVISORY RESPONSIBILITIES
This position has no supervisory responsibilities.

A typing certificate of 45 NWPM is required. Please refer to the typing certificate requirements for additional details. (Download PDF reader) Self-administered typing certificates are not accepted. The list of vendors provided are for informational purposes only. 

Examples of Duties

Duties may include, but are not limited to, the following:
  • General office support such as: internal and external correspondence; file; copy; arrange and/or coordinate internal and external meetings;
  • Schedule monthly Board of Directors, CAC and TPAC meetings;
  • Reserve captionist and sign language interpreters, reserve rooms, order products and services, such as catering;
  • Plan and coordinate special meetings and other group meetings as needed;
  • Transcribe and prepare meeting minutes for the Annual Membership, Community Advisory Committee, TPAC and Board of Directors meetings;
  • Coordinate with staff on the compilation of items for meeting packets;
  • Produce and disseminate agenda and Board Box packets;
  • Coordinate and schedule locations for community meetings and act as administrative support;
  • Order office supplies and kitchen supplies;
  • Maintain executive files; prepare various spreadsheets;
  • Assist Receptionist and other Administrative Assistants, when necessary;
  • Maintain Board of Directors and agency files;
  • Coordinate travel requests, including flight/hotel reservations, conference enrollments, expense reports and other related items;
  • Prepare various spreadsheets, Power Point presentations and special projects; and
  • Other duties as assigned.

Typical Qualifications

A combination of education, experience, and training that has provided the necessary knowledge, skills, and abilities is required for entry into the classification. Reasonable accommodations to enable qualified individuals with disabilities to perform the essential functions may be made. A typical combination includes:
 
EDUCATION: High School Diploma and a minimum of one year of college or trade school. 
 
EXPERIENCE: A minimum of five (5) years of general clerical experience, in a similar capacity.  Experience in public sector, transit or paratransit industry is desirable. 
 
TYPING: Forty-five (45) net words per minute.
(Typing certificate required. Self-administered (online) typing tests are not accepted. Typing certificate must be from verifiable agency [Community College/School District and/or Work Agency]).

Supplemental Information

KNOWLEDGE, SKILLS, & ABILITIES
 
Knowledge of:

  • Office practices, procedures and equipment.
  • Business letter writing and business forms.
  • Proper English usage, spelling, grammar and punctuation.
  • Principles and procedures of record keeping and reporting.
     
Skill in:
  • Communication, both written and verbal.
  • Organization, accuracy, and time management.
  • Standard business software, including word processing, spreadsheet, and database programs (Microsoft Office programs : Word, Excel, Power Point, Outlook and Access database application).
 
Ability to:
  • Carry out instructions furnished in written, oral or diagram form. 
  • Establish and maintain courteous, cooperative, and effective working relationships with staff, management, Board of Directors, CAC, TPAC, Member Agencies, vendors, contractors, and others encountered in the course of work.
  • Evaluate situations, identify problems, and exercise sound independent judgment within established guidelines.
  • Handle disputes and complaints in a calm, courteous, and tactful manner.
  • Maintain professionalism, courtesy, and composure at all times, including in a stressful situation.
  • Perform basic arithmetic computations with speed and accuracy.
  • Type accurately at a speed of at least 45 net words per minute (TYPING CERTIFICATE REQUIRED AT TIME OF APPLICATION SUBMISSION) (Download PDF reader)
  • Work independently and efficiently with a minimum amount of direct supervision.

WORKING CONDITIONS
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 job, the employee is regularly required to talk or hear.  The employee frequently is required to walk and use hands to finger, handle, or feel.  The employee is occasionally required to stand and reach with hands and arms.  The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and 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; use math and mathematical reasoning; analyze and solve problems; learn and apply new information; perform highly detailed work on multiple, concurrent tasks; meet intensive and changing deadlines and interact with Access Services staff, customers, vendors, contractors, and the public.
 
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job:  
 
Noise Level: The noise level in the office environment is usually quiet or moderately quiet; at or below 85 decibels. In the course of employment, employee may visit service provider or other contractor's premises, which may include limited exposure to outdoor weather conditions, or fumes or airborne particles from motor vehicles.
 
Note:  The statements herein are intended to describe the general nature and level of work being performed by employees to this classification.  They are not intended to be construed as an exhaustive list of all responsibilities, duties, skills, or abilities required of personnel so classified. 

APPLICATION & SELECTION
 
Application Procedure: To apply, visit Access Services' website at accessla.org. Select "About Us", "Employment", and "Current Opportunities." Complete an online employment application. A fully completed online employment application will consist of the following:
  • Employment History: Contain at least 10 years of employment history, if applicable.
  • Education: If you claim education on your application you are required to provide a copy of your diploma or unofficial copies of your transcripts, documenting all qualifying education and/or occupational training claimed. Copies must be attached to your online application. 
    • Foreign Degree/Transcripts: Individuals who have completed college or university course work at an institution in a country other than the United States must obtain a complete evaluation of foreign transcripts, degrees*, and other relevant documents.
  • Employment Application Detail: Stating "See Resume" is not an acceptable substitute for a completed application and will be considered incomplete. Failure to state all pertinent information may lead to elimination from consideration.
  • Typing Certificate: If typing certificate is required it must be attached to your online application.
  • Applicants whose qualifications most closely meet the needs of the Department, will be invited for the selection procedure.
Selection Procedure: Applicants will be screened and evaluated for relevant training and experience. Only those applicants determined to be among the most qualified may be invited to participate in the selection process. The selection process may consist of any combination of written, performance, and/or oral appraisal exams. Examination parts will be weighed according to their relevancy to the job performance criteria.
 
OTHER REQUIREMENTS
 
Pre-employment: All potential employees are required to successfully pass a post offer pre-employment medical examination (which will include a drug/alcohol screening) and satisfactory results from an administrative screening.
 
Immigration and Reform Control Act: In compliance with the Immigration and Reform Control Act of 1986, Access Services will only hire individuals who are legally authorized to work in the United States. 
 
E-Verify: Access Services is an E-Verify employer. E-Verify is an internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States. Access Services does not sponsor H-1B or related work visas.
 
An Equal Opportunity Employer: Access Services is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Access Services will provide reasonable accommodations to qualified individuals with disabilities.

Agency
Access Services
Phone
213-270-6000
Website
http://www.accessla.org
Address
PO Box 5728

El Monte, California, 91734