DEADLINE FOR APPLICATIONS HAS PASSED

Administrative Assistant

Annual Salary: $44,502.76
Regular Full-Time Non-Exempt

APPLICATION DEADLINE: Monday, October 15, 2018 by 5:00 PM

NOTE TO APPLICANTS FOR EMPLOYMENT: The Fort Ord Reuse Authority is legislatively mandated to end operations June 30, 2020 but may be extended beyond that date.

 

JOB SUMMARY:
Under Executive Assistant/Deputy Clerk’s supervision, the Administrative Assistant performs administrative assignments primarily supporting the Executive Officer and Executive Assistant/Deputy Clerk, but also provides support to other Fort Ord Reuse Authority (FORA) Committees and staff members, as requested or as needed.  Exercises no supervision.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES
Duties may include, but are not limited to, the following:

  • Opens the FORA Office at 8:00 a.m. and closes at 5:00 p.m.
  • Receive and greet visitors/guests; answer calls, take messages or refer callers to the proper person; provide factual information in response to queries of FORA activities.
  • Assist with maintaining, organizing and purging manual and electronic filing systems in compliance with the FORA Records Retention Policy, including: FORA Board, Executive Committee and Administrative Committees’ Minutes and Resolutions binders.
  • Dedicate 25% of work day to scan, organize and update electronic document storage into Laserfiche.
  • Assist the Deputy Clerk/Executive Assistant in preparing, copying, assembling, and distribution/posting FORA Board, Executive Committee, Administrative Committee, and Legislative Committee packets, as well as created Committees/Ad-Hocs and materials as assigned.
  • Provide clerical support to Deputy Clerk/Executive Assistant with projects, such as the FORA Annual Report, out-of-town travel arrangements, and distribution/production of hard copy packets for the Executive Officer, Board members, and staff. 
  • Assist the Deputy Clerk/Executive Assistant to set-up and prepare for Board/Committee meetings and purchase/setup of refreshments for Administrative Committee meetings.
  • Assist and collaborate with the Deputy Clerk/Executive Assistant in coordinating the Executive Officer’s calendar
  • Assist the Deputy Clerk/Executive Assistant in establishing/confirming a quorum for Board and Committee meetings.
  • Responsible for daily retrieval and distribution of mail, documents, and faxes and outgoing mail.
  • Maintain reception, conference rooms areas organized and in neat appearance.
  • Maintain organized and procure office, kitchen and cleaning supplies inventory and oversees janitorial and refuse services.
  • Typing and proofreading letters, reports, and memoranda, from dictation, rough drafts, or verbal instructions; independently prepare various standard correspondence; organize materials to be filed, scan and distribute documents to appropriate staff or as determined by the Deputy Clerk/Executive Assistant for action; gather, prepare and organize, materials for presentations; and assist with special projects as requested or assigned.
  • Responsible for posting deposits electronically as received.
  • Responsible for getting accounts payable checks signed by authorized signers, preparing necessary copies for file retention, prepared for mailing, and mailing of checks.
QUALIFICATIONS/ABILITIES/SKILLS
Required: 
  • Ability to meet attendance schedule with dependability and consistency.
  • Answer, screen and forward incoming phone calls through a multiple-line telephone system. 
  • Ability to multi-task, manage time effectively, maximize accuracy and attention to detail, meet deadlines and work under pressure.
  • Positive attitude, flexibility, enthusiasm and high degree of confidentiality.
  • Command of the English language, both verbal and written in order to prepare, proofread, and produce effective business correspondence and other documents.
  • Impeccable professional customer service skills. Ability to effectively interface with the public, member agency staff, and Board and committee members.
  • Maintaining strict confidentiality in the handling of highly sensitive documents and/or situations, using professional judgment.
  • Ability to use and troubleshoot standard office equipment.
  • Establish and maintain cooperative and effective working relationships with others.
  • Ability to apply knowledge of program services, policies, and procedures in support of office tasks.
  • Ability to explain and interpret program information to constituents, elected officials, and staff.
  • Work confidentially with discretion.
  • Ability to keyboard – typing at 50 wpm minimum. 

Skills: Required skills include, but are not limited to: Microsoft Word, PowerPoint, Microsoft Outlook, Microsoft Excel, Microsoft Publisher and Adobe Acrobat.

Preferred:

  • A minimum of 2-3 years of previous public agency or equivalent experience.
  • Previous professional experience with records management, retention, and software.  
  • Familiarity with public agency open government requirements, including the California Public Records Act and Ralph M. Brown Act.
  • Previous legal/administrative experience.
  • Experience in agenda packet preparation.
  • At least three years of experience with Microsoft Office applications.

EXPERIENCE / EDUCATION / TRAINING:
Any combination of training, education and/or experience which provides the knowledge, skills and abilities and required conditions of employment listed above is qualifying. The combination must add up to a minimum of three years of post-secondary education and work experience in a comparable administrative support or customer service position.  Associate degree will substitute for 1 year of experience. A Bachelor degree will substitute for 2 years of experience. 

PHYSICAL AND SENSORY REQUIREMENTS
These include: Mobility, flexibility, gross body coordination, and dexterity sufficient to stand, sit, walk, stoop, reach, bend, twist, and turn; Ability to sit for extended periods of time; acute vision, depth perception and peripheral visions, hearing, voice, smell, and sense of touch; ability to speak clearly and with volume, required to carry on clear conversations in person, in group situation and on the phone; Ability to frequently lift and/or move up to 20 pounds. This position may require occasional performance of duties outdoors or at other sites/locations based on needs. *Some or all of the above requirements may be adapted for individuals requiring accommodations.

Work Environment - The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  The noise level in the office work environment is usually moderate. May require occasional performance of duties outdoors or at other sites/locations based on type of event or public meeting.

 

SELECTION GUIDELINES

Formal application, rating of education and experience; oral interview and reference check; job-related tests may be required. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related to, or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

APPOINTMENT AND BENEFITS
Appointment: Appointment is subject to successfully passing a pre-employment physical, background and criminal history check. Before starting work, applicants must present documentation of their identity and authorization to work in the U.S. Following appointment, a probationary period may be required as the final phase of the appointment process. Names of successful candidates who do not receive a job offer will be placed on an employment list which may be abolished at any time and no longer than one year from the date of the job announcement.

Benefits: A detailed description can be viewed here:
https://www.fora.org/Reports/HR/EE-Benefit-summary.pdf

APPLICATION AND TESTING PROCESS
Application, resume and supplemental questionnaire (if applicable) must be submitted to jobs@fora.org or by mail to Human Resources Department, 920 2nd Ave. Suite A, Marina, CA 93933. Applications will be reviewed for accuracy, completeness and job-related qualifications. A limited number of persons whose application materials clearly demonstrate they most closely meet the requirements may be invited to participate in the selection process which may be any combination of written, oral, and/or performance exams. Reasonable accommodations for disabled applicants will be made. If special accommodations are necessary at any stage of the examination or application process, please provide the Fort Ord Reuse Authority with advanced notice and every attempt will be made to consider your request.

Printable Job Description (PDF)

Employment Application (PDF) Employment Application (Word)