ADMINISTRATIVE ASSISTANT III / EMERGENCY APPOINTMENTS HOMELESSNESS

Emergency Administrative Assistant III

The LA County Board of Supervisors recently declared a local state of emergency for homelessness, and the County is working to revise and expand our response to help all who are affected. We are looking for qualified and passionate individuals to help us in the mission of addressing issues like housing, mental health, and substance use. If you are looking for a new career that will directly benefit the population of LA County, this may be the opportunity for you.

The Department of Mental Health is seeking qualified candidates to fill emergency Administrative Assistant III vacancies related to the homelessness crisis. Under the emergency order, applicants who meet the requirements may be hired for an initial period of up to 90 days, with an opportunity for permanent County employment.

During your initial work period, you will be assessed on your work performance. This assessment will be weighed 100%. Those who successfully pass the assessment will be considered for permanent appointment to emergency Administrative Assistant III.

Defines, analyzes, and makes recommendations for the solution of highly complex operating, budgetary and financing, and other management problems of a County department, and participates in the implementation of their solution.

Prepares the annual Mass Cancellation and Accounts Payable/Commitment Reports for submission to Auditor-Controller by coordinating with Administrative Services Bureau and Accounting Division. Utilizes eCAPS and Procurement knowledge to prepare the analysis of transactions. Coordinate with Financial Services Bureau and Program Analysts to update and delete unused Departmental Object Codes and Unit Codes for prior, current year and future year purchases. Knowledge of the County Fiscal Manual and the various types of Departmental contract language to appropriately identify and establish contact-type encumbrances, consistent with the guidelines, rules and limitations. Coordinates with various Departmental personnel for the most updated agreements and to establish new fiscal year encumbrances for LE and Consultation providers. Participates in the annual budget and year-end closing process.

Compares Legal Entity and Consultation contract encumbrance amounts to newly executed contract amendments to adjust the encumbrance amount accordingly. Use of the eCAPS Database Extract file to generate various reports using pivot tables. Reports may include encumbrances and expenditure data at various levels. Prepares Adhoc Reports for internal reporting and use.

Compares, reconciles, resolves, and provides recommendations to variances between the electronic Countywide Accounting and Purchasing System Database Extract File Encumbrances to the eCAPS Adhoc Report. Process Unit Code, Project Code, Departmental Object Code, and Revenue Source Code requests.

Serves as the back-up to log, distribute, track, and develop 403-1 Budget Transfer forms and encumbrance requests daily and at the various budget phases. Ensure timely approval and processing. Serves as the back-up to prepare the monthly and quarterly overtime request forms for BFRD. Serves as an inputter for encumbrance documents into eCAPS. Handles requests for information that may require budget and eCAPS knowledge. Independently research and provide results, as needed. Handles special assignments, as assigned.

Applicants must meet the following requirements to qualify:

Option I: Three years' experience in a staff capacity analyzing and making recommendations for the solution of problems of organization, systems and procedures, programs, facility planning, budget, or personnel, one year of which must have been in a responsible staff capacity in the administrative staff organization of a department or a central administrative staff organization.

Option II: One year's experience as an Administrative Assistant II or Staff Assistant II.

Applicant MUST meet the above requirement(s) in order to be appointed to fill any vacancies related to this recruitment.

Physical expectations include a valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions. Physical class includes light physical effort that may include occasional light lifting to a 10 pound limit and some bending, stooping, or squatting. Considerable ambulation may be involved.

Applications must be submitted online only and will be reviewed for interview consideration on an ongoing basis. If you have not been contacted within 60 days and the recruitment remains open or reopens for filing, we encourage you to submit a new application. This will allow you to reaffirm your interest and update any relevant information.

Applications must be filed online by clicking on the green "Apply" button located on the top right corner of the screen. Applicants must complete and submit their online applications and upload required documents as attachment(s) during application submission, or send by email to View email address on click.appcast.io within seven (7) calendar days from date of application submission. Indicate the Exam Title on the subject line when sending required documents by email.

Many important notifications will be sent electronically to the email address provided on the application, so it is important that you provide a valid email address. Please add View email address on click.appcast.io as well as View email address on click.appcast.io and View email address on click.appcast.io to your email address and list of approved senders to prevent email notification from being filtered as span/junk/clutter mail.

You have the ability to opt out of emails from LA County. If you unsubscribe, you will not receive any email notification for any examination for which you apply with Los Angeles County. Regardless of whether you choose to unsubscribe, you can always check for notifications by logging into governmentjobs.com and viewing your profile inbox, which saves a copy of all emailed notices. Plan to submit your online application well in advance before the deadline as you may be required to verify your email address. This only needs to be done once per email address, and if you already have a job seeker account on govermentjobs.com/careers/lacounty.gov you can verify at any time by logging in and following the prompts. This is to enhance the security of your online application and to ensure you do not enter an incorrect email address.

Applications may be rejected at any stage of the examination and selection process. Falsification of any information may result in disqualification or rescission of appointment. Utilizing verbiage from the Class Specification, Minimum Requirements, and/or Special Requirement Information serving as your description of duties will not be sufficient to demonstrate that you meet the requirements. In doing so, your application will be rejected as incomplete.

Please include your Social Security Number for record control purposes. Federal law requires that all employed persons have a Social Security Number.

For candidates who may not have regular access to a computer or the internet, applications can be completed on computers at public libraries throughout Los Angeles County.

The County of Los Angeles is a Fair Chance employer. Qualified applicants with arrest or conviction records will be considered for employment in accordance with County Fair Chance Policies and the Fair Chance Act (Gov. Code Section 12952).

All applicants must file their applications online using their own user ID and password. Using a family member or friend's user ID and password may erase a candidate's original application record.

The County of Los Angeles recognizes and affirms that all people are created equal and are entitled to all rights afforded by the Constitution of the United States. The Department of Human Resources is committed to promoting Anti-racism, Diversity, and Inclusion efforts to address the inequalities and disparities amongst race. We support the ARDI Strategic Plan and its goals by improving equality, diversity, and inclusion in recruitment, selection, and employment practices.

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