Southern California Association of Governments is currently seeking a detail-oriented, organized, well-spoken, reliable, and professional Administrative Assistant with sound judgment to perform a variety of clerical, administrative support, and reception duties. The Administrative Assistant is the first person that SCAG's staff, stakeholders, and guests interact with when making contact with SCAG, and for this reason, this position plays an extremely important role in the representation of the agency. As such, the ideal candidate will be an information resource while presenting a friendly, professional, and personable demeanor, will be a clear communicator and make an excellent first impression, and also be able to create a positive experience when they greet and interact with SCAG's guests, stakeholders, and high level officials. This position will report to the Executive Assistant and support the Executive Office with various administrative tasks as needed.
OUR LOCATION: Located in the hub of busy downtown Los Angeles, at Figueroa and 7th streets, SCAG headquarters has recently relocated to the 900 Wilshire Building, a new, multi-use hotel and office complex that features state of the art architecture and technology. The downtown area has expanded with LA Live, new restaurants, music, sports, shopping, libraries, museums and theaters. SCAG is in a culturally diverse area near Koreatown, Little Tokyo, Chinatown, Olvera Street and Grand Central Market. Southern California boasts near-perfect weather and close proximity to mountains, beaches and deserts, which encourages physical fitness and year-round activities.
For ease of commuting, the LA office is located across the street from the Metro Red Line 7th St. station and is easily accessible by commuter trains and buses serving surrounding areas. Metro light rail and the subway connect downtown LA to Hollywood, Universal City, Santa Monica, Pasadena, Azusa, Long Beach and many vibrant and up-and-coming neighborhoods.
WHO WE ARE: Founded in 1965, the Southern California Association of Governments (SCAG) is a Joint Powers Authority under California state law, established as an association of local governments and agencies that voluntarily convene as a forum to address regional issues. Under federal law, The SCAG region encompasses six counties (Imperial, Los Angeles, Orange, Riverside, San Bernardino and Ventura) and 191 cities in an area covering more than 38,000 square miles. The agency develops long-range regional transportation plans including sustainable communities' strategy and growth forecast components, regional transportation improvement programs, regional housing needs allocations and a portion of the South Coast Air Quality management plans. Currently, the Regional Council consists of 86 members.
WHAT WE BELIEVE
MISSION To foster innovative regional solutions that improve the lives of Southern Californians through inclusive collaboration, visionary planning, regional advocacy, information sharing, and promoting best practices.
VISION Southern California's Catalyst for a Brighter Future.
Be Open: Be accessible, candid, collaborative and transparent in the work we do.
Lead by Example: Commit to integrity and equity in working to meet the diverse needs of all people and communities in our region.
Make an Impact: In all endeavors, effect positive and sustained outcomes that make our region thrive.
Be Courageous: Have confidence that taking deliberate, bold and purposeful risks can yield new and valuable benefits.
Essential Duties and Responsibilities
Essential duties may include, but are not limited to the following:
Serve as face and voice of the agency by receiving and greeting the public, office visitors and telephone callers; answer questions and provide information where judgment, knowledge and interpretations are utilized, especially in the proper handling of confidential information or files; resolve complaints; refer callers to appropriate source; and take messages as necessary.
Serve as a primary resources and information source regarding department policies, procedures, objectives, and operational functions.
Validate parking for committee members and guests; maintain inventory of validations.
Process requests for building and office maintenance and correspond with building for visitor badges.
Coordinate and schedule meetings for conference rooms.
Assist with various office support functions including copying, filing, completing files, compiling statistics, preparing or completing simple reports, and inputting data into computer terminal.
Process outgoing mail; log express mail and deliveries.
For applicable Executive Office staff, process, sort and distribute incoming mail, coordinate teleconference calls and video conferencing, maintain detailed calendar of department activities and for assigned staff; arrange interviews, appointments, schedules, conferences, travel arrangements, itineraries, and other expenses.
Other duties as assigned by Executive Assistant.
EDUCATION: Equivalent to a high school diploma supplemented by specialized training and coursework in office practices or business administration. AA degree preferred.
EXPERIENCE: Two years of increasingly responsible administrative secretarial experience that includes receptionist duties.
IDEAL CANDIDATE QUALITIES The ideal candidate will be an independent, detail-oriented, reliable, organized, and well-spoken problem solver with the ability to take initiative when necessary. He/she will be able to efficiently manage travel expenses, manage and file documents and correspondence, including email. He/she will be tolerant and able to manage their own stress levels when needing to efficiently prioritize multiple tasks that may occur all at the same time. He/she will be proficient in typing, familiar with Acrobat and Microsoft Office programs such as Word, Excel, Outlook, Powerpoint, and comfortable with learning new technology. The ideal candidate will always present him/herself professionally, not only by effectively performing their professional duties, but also by displaying a professional appearance, excellent phone etiquette and in-person etiquette, while being dependable, punctual, and having excellent attendance. He/she will have excellent phone and in-person etiquette with a patient and customer service oriented demeanor as they will be interacting and providing high-level officials with assistance.
Knowledge of: Operating procedures of an electronic telephone system; telephone and office etiquette including skills required in public contact; Microsoft Office programs (Word, Excel, Outlook, and Powerpoint); Customer Relationship Management (CRM) software; MS Dynamics; standard office procedures, methods, and equipment including computers and supporting word processing and spreadsheet applications; proper English usage, spelling, grammar, and punctuation; professional letter writing and report preparation; principles and procedures for filing and record keeping; methods and techniques for public relations and customer service; basic mathematical principles; best practices used for preparing agendas and taking minutes.
Ability to: Respond professionally to requests and inquiries from the general public. Work independently in the absence of supervision with frequent interruptions from phone calls, visitors, and staff. Communicate clearly and concisely, both orally and in writing. Establish, maintain, and foster positive and harmonious working relationships, team spirit, and collaboration with those contacted in the course of work. Prepare agendas and take minutes.
IMPORTANT APPLICANT INFORMATION: Candidates must fill out the application and supplemental questions completely. Incomplete applications including references to see the resume for qualifications are incomplete and will be disqualified. Candidates are required to provide accurate answers as SCAG will verify the qualifications for each candidate. Candidates who pass the initial screening phase will be invited for an in-person interview. Candidates may also be required to complete a comprehensive exam.
SCAG provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, SCAG complies with applicable state and local laws governing nondiscrimination in employment.
SCAG expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.
SCAG RESERVES THE RIGHT TO MODIFY OR REVOKE, WITHOUT NOTICE, ANY OR ALL OF THE PROVISIONS OF THIS BULLETIN PRIOR TO THE TIME OF APPOINTMENT, AND TO WAIVE ANY NON SUBSTANTIVE JOB REQUIREMENT AND MAKE SUBJECTIVE DECISIONS INTERPRETING AND ASSESSING THE SKILLS AND QUALIFICATIONS OF ANY CANDIDATE, INCLUDING THE DETERMINATION THAT NONE OF THE CANDIDATES, EVEN THOSE WHO MEET THE MINIMUM QUALIFICATIONS, ARE APPROPRIATE FOR THE POSITION.