Salary
$25.00 Hourly
Location 1000 S. Fremont Avenue, Building A10N, Suite 10-210 Alhambra, CA
Suite 10-210 Alhambra, CA
Job Type
Part-Time
Department
Regional Planning and Programs
Job Number
RPPAA082021
Closing date and time
Continuous
- Description
JOB TYPE: Part-time
LOCATION: This position will be based at our Alhambra location, but may require commuting to the Pomona City Hall or MTA headquartersABOUT SGVCOGThe San Gabriel Valley Council of Governments (SGVCOG) is a regional government planning agency that aims to maximize the quality of life in the San Gabriel Valley. We are a joint powers authority consisting of 31 incorporated cities, unincorporated communities in Los Angeles County Supervisorial Districts 1, 4, and 5, and three San Gabriel Valley Municipal Water Districts. This position will work with all agency departments supporting the agency audit function.The SGVCOG is in the San Gabriel Valley of southern California. Work performed by this position will take place at or near the agency office. Applicants considered for this role must currently live in California or be willing to relocate. The agency does not contribute to relocation or commute costs.THE POSITIONThe SGVCOG is seeking to fill one vacant part-time Administrative Assistant position. The incumbent in this role will provide administrative assistance to the agency and MTA Board Member. Duties and responsibilities are carried out with considerable independence within a framework of established area of assignment.- Examples of Duties
- Schedule appointments and maintain calendar of MTA Board Member.
- Schedule and coordinate staff and other agency meetings.
- Prepare communications, such as memos, emails, reports, and other correspondence.
- Prepare monthly newsletter summarizing Metro activities and programs.
- Draft, format, proofread, edit, and print memoranda, correspondence, reports, presentations, spreadsheets, and other documents, often of a highly technical and sensitive nature; proofread and check documents and other materials for accuracy, completeness and compliance with agency standards, policies and procedures; ensure materials, contracts, reports and documents for signature are accurate and complete.
- Use desktop publishing software to produce documents, newsletters, brochures, forms, mailers and other SGVCOG publications; assist with the maintenance and production of intergovernmental correspondence.
- Answer, screen and refer telephone calls; greet and direct guests; act as liaison for SGVCOG management and professional staff in coordinating calendars and matters between the manager’s office and member agencies, other governmental agencies, consultants and vendors; provide information and handle issues that may require sensitivity and the use of tact and independent judgment; researches requests or complaints and refers matters to appropriate staff and/or takes or recommends actions to resolve issues.
- Receive, review and files records and documents; enter records and documents into electronic content management systems; review and determine appropriate indexing criteria for a wide variety of documents and records including maps, engineering drawings, property records, agendas, minutes, legal records and other documents; enter indexing codes and links into document management databases; search, retrieve and print copies of imaged documents upon request; send and retrieve records from storage.
- Create and maintain spreadsheets and small databases; review, submit and track requests for payments and purchase orders in accordance with SGVCOG financial policies and procedures; prepare and/or process travel and expense forms and rent invoices; track payments; calculate and track budget usage and fund percentages.
- Attend meetings and provide administrative support; participate in preparing agendas, presentations and meeting packets; take minutes and record of assigned meetings; track status of action items and validates deadlines are met; maintain records and disseminates all formal actions including minutes.
- Gather background materials needed to draft staff reports, recommendation and information provided to policy committees and the Governing Board; may take meeting minutes in accordance with the Brown Act.
- Schedule appointments; schedule usage of conference and meeting rooms; assist with setup and cleanup for various meetings and events; contact vendors for food orders, supplies and audio-visual equipment.
- Provide backup for other administrative support staff.
- Minimum Qualifications
Knowledge of:
- Office administration practices and procedures.
- Methods, practices, procedures, and requirements for drafting a wide variety of documents, reports, presentations, minutes, contracts, regulations and other policies.
- General principles, practices and techniques used in customer service and community outreach.
- Provisions of the Brown Act and Public Records Act.
- Basic research methods and statistical analysis techniques.
- Modern office practices, procedures and equipment including computers, software, and desktop publishing applications relevant to work performed.
- Principles and practices of sound business communications.
- Safety policies and safe work practices applicable to the work.
- Learn SGVCOG policies, procedures, and rules regarding area of assignment including budgeting, purchasing, and travel, training and expense reporting.
- Communicate information accurately and effectively; understand requests for information or assistance; and maintain a courteous and tactful manner when under pressure or in an antagonistic situation.
- Compose clear, concise, and comprehensive correspondence, reports, studies, agreements, presentations and other written materials from brief instructions.
- Track and report statistical information utilizing complex spreadsheets and databases.
- Perform mathematical calculations; assist in monitoring departmental and policy committee budgets.
- Analyze problems, evaluate alternatives, and recommend or adopt effective courses of action in accordance with established policies and procedures.
- Set priorities and exercise sound, independent judgment within areas of responsibility.
- Operate a computer, standard business software and a variety of computer software programs and databases related to area of assignment.
- Establish and maintain effective working relationships with all those encountered in the course of work.
EDUCATION AND TRAINING- Graduation from high school or GED equivalent, and at least four years of experience performing clerical, customer service or administrative support; or an equivalent combination of education, training, and experience. Experience in local government or a regional governmental agency is highly desirable.
- Completion of college-level course work is desirable and may be substituted for up to two years of the required experience on a year-for-year basis.
Licenses; Certificates; Special Requirements:
Required:- A valid California Class C driver’s license and the ability to maintain insurability under the agency’s vehicle insurance program.
- Supplemental Information
- The SGVCOG will be filling one position in this recruitmentAPPLICATION INSTRUCTIONSPlease apply at https://www.governmentjobs.com/careers/sgvcog. The position will remain open until until filled. If you are selected to interview, you will be contacted by a representative from Human Resources via email. Those selected to interview will be requested to provide professional references and may be asked to complete a writing assessment prior to the interview date. Employment at the SGVCOG is contingent upon a successful background check.PHYSICAL AND MENTAL DEMANDSMust possess the mobility to work in a standard office setting, attend meetings; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups and over the telephone. Must be willing to work evenings and weekends and respond during off-hours to various emergency situations.BENEFITSHealth BenefitsThe SGVCOG offers a cafeteria-style health plan. The agency contributes a flat rate for employee only plan, employee +1 and family plans. Various medical plans are available through CalPERS; several dental plans are available through Delta Dental, and vision is available through VSP. These benefits are offered to all full-time and eligible part-time employees, employee spouses and dependents. Current agency contribution rates are:Part-Time Employees:$350 per month agency contribution to be used towards health, vision, and dental insurance premiums. Employee must work an average of 30 hours or more over the previous quarter to become eligible for this benefit.Sick TimePart-time employees earn one-hour of sick time for every 30 hours worked.HolidaysThe SGVCOG observes 12 holidays (96 hours) annually. Part-time employee holiday hours are unpaid.The San Gabriel Valley Council of Governments is an Equal Opportunity Employer. In accordance with Federal Americans with Disabilities Act (ADA) and the California Fair Employment & Housing Act (FEHA), if accommodations are necessary to perform the essential functions of the position, or to participate in any portion of the selection process, please contact Human Resources at (626) 214-1313 within three (3) calendar days of the final filing date for the recruitment.
- Agency
- San Gabriel Valley Council of Governments