South Coast Air Quality Management District (SCAQMD) is one of the largest and most technologically sophisticated environmental regulatory agencies in the Nation. We serve a four-county region that includes all of Orange County, and parts of Los Angeles, Riverside and San Bernardino counties, home to more than 17 million people. SCAQMD'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 750 employees, an annual budget of $162.6 million, and a state-of-the-art air quality laboratory, our mission is to ensure clean air and a healthy environment. SCAQMD is an organization you can be proud to work for -- we make a difference in the quality of life in Southern California!
We are currently recruiting to fill multiple Office Assistant vacancies in various units within our agency. From this recruitment process, we expect to establish an eligible list from which current and future vacancies may be filled, during the 6-12 month life of the list.
Under general supervision, performs a variety of general office assistance and clerical support duties of moderate difficulty; operates automated office equipment; and does other work as required.
This multi-position, journey-level class is the experienced, working-level class in the Office Assistant series. The class is characterized by the responsibility to perform a variety of general office assignments within a framework of established procedures and without close supervision. The class is further characterized by the responsibility to operate a variety of standard and automated office equipment. Incumbents assigned to this class typically perform one or more of the following responsibilities: filing and records management; document, application, permit and mail processing; and public contact that requires general explanation of rules, policies, and procedures specific to the area of assignment.
EXAMPLE OF DUTIES
Types letters, reports, charts, tables, case records, vouchers, or similar documents using a typewriter or word-processing equipment from rough drafts, marginal notes, general instructions, or machine transcription; assembles information from various sources and arranges materials in proper format; proofreads finished copy to correct grammar, punctuation, and spelling.
Performs a variety of office support work in field offices; may be responsible for opening office and preparing for daily business activities; occasionally performs a variety of special clerical assignments and projects at field offices; provides a variety of administrative/clerical support for field office staff.
Operates data-entry terminals and microcomputers to enter, retrieve, and update data for a variety of computerized recordkeeping systems; selects correct format or program to be typed or keyed; enters data from a variety of standardized source documents; retrieves data after referencing a number of sources and verifies for accuracy and correct format.
Processes a variety of documents, such as SCAQMD applications, forms, notices, complaints, etc., according to established policies and procedures; examines documents for completeness, accuracy, and compliance with division, SCAQMD, or other requirements; may contact SCAQMD staff or representatives of other agencies to verify or clarify source document data; refers difficult or technical inquiries to other staff; maintains Computer-Aided Retrieval Systems; prepares documents for microfiching and long-term storage; assists SCAQMD staff in using Computer-Aided Retrieval Systems and microfiche equipment.
Files documents in alphabetical, numerical, chronological and subject matter order; prepares, arranges, indexes, cross files and maintains computerized and manual records, logs, rosters and registers; compiles data for general information purposes and individual requests for special reports and projects by extracting and/or tabulating information from a variety of sources predetermined forms or procedures.
Answers telephone, routes incoming calls, addresses walk-in inquiries, and schedules appointments; directs individuals to appropriate offices and SCAQMD staff; provides general information or explains SCAQMD rules, policies, and procedures to SCAQMD staff and the public; may assist the public and others in the preparation and filing of various SCAQMD applications or forms.
Compares, processes, or maintains a variety of reports and documents, such as purchase orders, receipt slips, petty cash expenditures, statistical reports, and others to check for arithmetical accuracy and general completeness; may maintain petty cash fund, employee attendance, and payroll-related records.
Composes memoranda or letters; may answer correspondence requiring the selection of information or data necessary to formulate the reply.
Maintains general office supplies and reviews requisition forms to ensure receipt of ordered supplies; prepares supply requisition forms based on office needs; receives or refers office equipment repair requests to appropriate SCAQMD staff or vendor; may maintain duplicating equipment or supplies.
Receives, opens, and time stamps mail; sorts and logs correspondence; may deliver and pick up various materials, stuff envelopes, and assemble packages for mailing.
May receive and dispatch calls, on two-way radio, to SCAQMD field personnel to report complaints or breakdowns.
May provide a variety of basic, administrative support duties for management and supervisory personnel, as required.
MINIMUM AND DESIRABLE QUALIFICATIONS
DESIRABLE QUALIFICATIONS: In addition to the Minimum Qualifications that follow, the most competitive candidates will possess:
At least two 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.
SKILL: Type 30 net words per minute.
EXPERIENCE: One year performing a variety of clerical duties.
EDUCATION / TRAINING: Completion of 18 semester or 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 areas.
KNOWLEDGE OF: Modern office and recordkeeping practices, including alphabetical, numerical, chronological, and subject matter filing procedures; correct spelling, grammar, and punctuation in order to prepare routine correspondence; standard office machines and automated office equipment, including calculators, data-entry terminals, word processing equipment, and microcomputers.
ABILITY TO: Learn and apply policies, regulations, and procedures specific to the area of assignment; read, understand, and follow instructions or procedural guides; sort, classify, compile, and verify data, and make accurate arithmetical computations; operate a variety of automated office equipment; maintain logs, registers, and records, including computerized filing systems; effectively communicate with the public, SCAQMD employees, and others to obtain and transmit information; understand and follow verbal and written instructions; establish and maintain effective working relationships with SCAQMD personnel and others contacted in the course of work.
OTHER IMPORTANT INFORMATION
APPLICATION PACKETS MUST INCLUDE:
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 SCAQMD employment history if you are an SCAQMD employee.
Four references which include the names and phone numbers of your present and past supervisor or managers, or persons for who 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. Please limit your responses to no more than one page per answer.
If you claim education on your application, an unofficial copy of your transcripts, documenting all qualifying education and/or occupational training claimed, 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.
THE SELECTION PROCESS:
Application packets and supplemental questionnaires will be carefully reviewed, and only those candidates with the most competitive and/or directly transferable experience will be invited to the next step of the process, which is expected to be a written multiple-choice examination and writing exercise.
Following the examination, the most competitive candidates will be invited to performance-based skills testing, to evaluate: ability to read and follow instructions, typing speed, basic MS Word skills, and data entry skills.
Based on performance in the above skills testing, candidates will be advanced to a Qualifications Appraisal Panel (QAP) interview. The QAP interviews (weighted 100%) are 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.
Prior to placement on the eligible list, candidates will be required to arrange for original, official transcripts to be mailed directly from their college/university to SCAQMD, documenting all education claimed on their application.
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.
SCAQMD 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.
If you have any questions regarding this recruitment, please contact the Human Resources Department at (909) 396-2800.