Executive Assistant I

Executive Assistant I

The Riverside County Flood Control and Water Conservation District Administration Division has an opportunity for Executive Assistant I. This position will provide administrative support to multiple divisions and the administrative team.

The Executive Assistant will be responsible for creating, formatting, and finalizing a variety of documents, including letters, memos, agreements, Form 11s, resolutions, and reports; demonstrating intermediate to advanced proficiency in Microsoft Office and Adobe Professional; managing multiple calendars; and ensuring correct English usage, grammar, and punctuation. The role also involves researching historical documents, serving as a liaison with County Counsel and the Clerk of the Board, training staff, following oral and written directions, and quickly prioritizing tasks. The Executive Assistant will utilize multiple systems to process various requests, interact positively with staff, the public, consultants, and external agencies, and support purchasing functions by creating and submitting purchase requests, researching items, and conducting inventory of products. Competitive experience includes three years of clerical work, training other clerical staff, creating and submitting purchase requests, and the ability to work independently with minimal supervision. Candidates should be proficient in Excel, Visio, Outlook, Adobe, and familiar with FileNet. Additional experience with various programs and systems, along with strong independent decision-making and task management skills, is also highly desirable. Demonstrated ability in creating, formatting, and finalizing documents such as letters, memos, agreements, form 11s, resolutions and reports is desired.

The Executive Assistant I is not a natural progression underfill for the class of Executive Assistant II. Advancement to the next level is obtained by competitive selection through an open recruitment.

Examples Of Essential Duties

Take and prepare minutes of meetings.

Type correspondence, memoranda, reports, documents, orders, payrolls, briefs and statistical data such as charts, tables, and graphs.

Set up and maintain office files, record and index using computer applications that include use of electronic mail, word processing, spreadsheet and special databases.

Maintain control files to monitor status and expedites the completion of staff assignments.

Schedule appointments, coordinate time, place, and participant arrangements for meetings.

Sort, screen, and route incoming mail.

Provide general information to office and telephone callers and/or refer them to appropriate party.

Compile and summarize information, data, and figures for reports.

May lead subordinate staff in routine clerical assignments.

May serve as secretary to an assigned Commission; arrange meetings and schedule appointments; answer correspondence independently; prepare weekly meeting agenda; assemble data, reports, and material prepared by Department staff for Commissioners and Commission meetings as required.

Minimum Qualifications

Education: Graduation from high school or attainment of a satisfactory score on a G.E.D. test may be required.

Experience: Three years of broad and varied clerical experience. (Completion of 18 semester or 27 quarter units from an accredited college or university or 360 hours of training from an accredited occupational training program in secretarial sciences, office practices, business education, or a closely related field to the assignment may substitute for one year of nonspecialized clerical experience.)

Knowledge of: A wide variety of typing layouts and formats; Business English, including spelling, punctuation, grammar, capitalization, and word usage; Indexing and filing rules and systems; the operation and uses of office equipment including personal computers, calculators and copiers; modern office and record keeping procedures and practices; basic arithmetic; County customer service objectives and strategies; telephone, office, and online etiquette; current technology and trends in the profession.

Ability to: Operate standard and modern office equipment; proofread and review work for accuracy and completeness; input and retrieve data from computerized record keeping systems; prioritize and route telephone calls and mail; monitor staff assignment deadlines; establish effective working relationships with management, employees, and employee representatives.

Other requirements:

• Must possess and maintain a valid California Class C driver license.
• Ability to lift and carry up to 15 lbs banker box for files/tools.
• Drive offsite for pickups and deliveries as needed.

Supplemental Information

Application Status: How to confirm your application was received or check on the status of your application, log-in to click on your name in the upper right corner, and click on "Applications & Status."

Sign Up for Job Alerts: Go to click on "Careers," click on "County Job Openings," and click on "Subscribe to Job Alerts" icon.

For questions regarding this recruitment: Contact Amanda Campos at View phone number on click.appcast.io or View email address on click.appcast.io . Please allow 1-2 business days for a response to general inquiries.

Benefits

Benefit Program: UPE MEDICAL/DENTAL/VISION INSURANCE: A choice of different medical, dental and visions plan are available to elect. The County provides a Flexible Benefit Credit contribution as governed by the applicable LIUNA Memorandum of Understanding to contribute towards the cost of these plans. Note: Employees on assignment through the Temporary Assignment Program (TAP) receive different benefits. See the list here.

Miscellaneous Retirement: County of Riverside has three retirement Tiers through the California Public Employees' Retirement System (CalPERS).

• Tier I (Classic Member Formula 3% @ 60): Applicable to current and former County of Riverside local miscellaneous employees hired prior to 08/24/2012 and did not withdraw CalPERS contributions. The employee contribution is eight (8%) percent.
• Tier II (Classic Member Formula 2% @ 60): Applicable to local miscellaneous employees 1) hired after 08/23/2012 through 12/31/2012; 2) Previously employed with another CalPERS contracting public agency or a reciprocal retirement system, with a break in service of less than six months between the separation date with the previous employer and the appointment date with the County of Riverside. The employee contribution is seven (7%) percent.
• Tier III (PEPRA New Member - Formula 2% @ 62): Applicable to CalPERS local miscellaneous new members hired on or after the implementation of the Public Employees' Pension Reform Act of 2013 (PEPRA) which took effect January 1, 2013. Effective July 1, 2023 employee contributions are 7.25% and will increase to 7.75% effective July 1, 2024.

A new member is defined as any of the following:

1. A new hire who enters CalPERS membership for the first time on or after January 1, 2013, and who has no prior membership in any California Public Retirement System.
2. A new hire who enters CalPERS membership for the first time on or after January 1, 2013, and who was a member with another California Public Retirement System prior to that date, but who is not subject to reciprocity upon joining CalPERS.
3. A member who first established CalPERS membership prior to January 1, 2013, and who is rehired by a different CalPERS agency after a break in service of greater than six (6) months.

CalPERS refers to all members that do not fit within the definition of a new member as "classic members".

Contribution rates are subject to change based on the County of Riverside annual actuarial valuation.

Note:

This summary is for general information purposes only. Additional questions regarding retirement formulas can be sent to View email address on click.appcast.io or by calling the Benefits Information Line at View phone number on click.appcast.io, Option 2.

If you have prior service credit with another CalPERS agency or within agencies, please contact CalPERS at View phone number on click.appcast.io to determine which retirement tier would be applicable to you. CalPERS is governed by the Public Employees' Retirement Law. The Retirement Law is complex and subject to change. If there's any conflict between this summary and the law, the law will prevail over this summary.

Deferred Compensation: Voluntary employee contribution with a choice between two 457 deferred compensation plan options.

Vacation Accrual (Bi-Weekly Accrual): 0 < 3 year = 80 Hours