Senior Office Assistant South Coast Air Quality Management District

•3.8 Diamond Bar, CA Job Details Full-time $49,292.76

•$70,115.07 a year 11 hours ago Benefits Paid jury duty Health savings account AD&D insurance Paid holidays Health insurance Dental insurance Flexible spending account Tuition reimbursement Employee assistance program Vision insurance Life insurance Qualifications Team supervision Spreadsheets Copy machines Word embeddings Employee training Copy editing Document quality checks Typing Clerical experience Productivity software Content review File organization Quality data entry Excel data analysis Full Job Description

SOUTH COAST AQMD AND JOB OVERVIEW

This recruitment is promotional, open only to current South Coast AQMD employees. The recruitment will remain open on a continuous basis, and the eligible list may be used to fill current and future Senior Office Assistant vacancies, in any department.

THE SELECTION PROCESS

Application packets, including responses to the Supplemental Questionnaire will be carefully reviewed, and qualified candidates will be invited to the next step in the process, which is expected to be performance-based computer skills testing, including a Basic Microsoft Word test, and an Intermediate Microsoft Excel test.

PLEASE NOTE

Candidates who have previously achieved a passing typing score of 30 wpm or above, will not be required to re-take the typing test. (Scores must be on file in Human Resources.) Candidates who have already taken and passed the Basic Word and Intermediate Excel tests, will not be required to re-test. Candidates who have taken the Basic Word and/or Intermediate Excel tests within the last three months (from date application is submitted), without achieving a passing score, are not yet eligible to re-take the tests, and will not be able to advance in this recruitment process. To prepare for the skills tests for this recruitment, please contact Kristine Smith at for more information on how to utilize LinkedIn Learning and other learning tools. Performance in the above computer skills testing process is expected to result in a ranked eligible list. Pursuant to Section 4(g)(3)(d) of the Personnel Rules, this eligible list may be used to fill current and future Senior Office Assistant vacancies, in any South Coast AQMD department, during the 6-month life of the list. Only those who demonstrate at each successive step of the selection process that they are among the most competitively qualified will be advanced to the next step. Meeting the minimum qualifications does not guarantee an invitation to future steps in the process. South Coast AQMD reserves the right to add, delete, or modify any elements of the selection process as deemed appropriate, based on the number and quality of applicants at each step. Candidates who may need accommodations during the selection process must call the Human Resources Department at least one week prior to any test dates.

ABOUT THE POSITION

Senior Office Assistant is the lead-worker or advanced journey-level class in the Office Assistant series. Under general supervision, a Senior Office Assistant assigns, coordinates, reviews and participates in a variety of office assistance and clerical support duties; and/or performs specialized, complex office assistant duties and clerical support duties of above-average difficulty; operates automated office equipment; and does other work as required.

IMPORTANT NOTE

The application period is expected to remain open on a continuous basis, through the end of the current fiscal year. However, depending on operational needs, the application period may close at any time.

EXAMPLE OF DUTIES

The general Example of Duties for this classification are highlighted below, for full description of duties please refer this Senior Office Assistant Assigns, reviews, participates in, and coordinates the activities of a unit engaged in performing general or specialized office support work; monitors the workload and prioritizes assignments to ensure the timely completion of work; compiles unit statistical production reports maintained by staff for supervisory review; may coordinate the flow of work with other units. Trains and instructs new employees on operational procedures and divisional rules, regulations, and procedures; provides technical guidance on difficult work problems by explaining the application of operational procedures specific to the situation. Reviews the work of staff to ensure accuracy, completeness, and adherence to instructions and prescribed work methods, and counsels staff on work assignments; meets with supervisory staff to provide information, and discuss reassignment of staff and work performance problems; prepares draft performance evaluations. Performs specialized complex and responsible office support work requiring the review and analysis of a variety of information sources; performs extensive searches of records, files, reports, and/or computerized databases and recordkeeping systems, and abstracts information not readily available; summarizes and interprets data to prepare narrative or statistical reports. Responds to a variety of inquiries, requests, or complaints; identifies, analyzes, and prepares appropriate recommendations, and initiates corrective measures to resolve problems; provides information that requires referencing a number of sources and the explanation of detailed rules, regulations, and procedures to South Coast AQMD staff and the public; handles difficult situations and sensitive requests for information by South Coast AQMD personnel or external agency representatives; may screen and route incoming telephone calls. Reviews documents, files, applications, and records for form and content, and to ensure compliance with established operational policies and procedures; performs arithmetical calculations to compile statistical reports; may calculate and prepare special billings, reinstatement fees, and prorations for billing cycle changes. Types letters, reports, charts, case records, and similar documents using word processing equipment or a typewriter from rough drafts, marginal notes, machine transcriptions, or general instructions; gathers and assembles information from a variety of sources, and arranges materials in proper format; proofreads finished copy to ensure standards for accuracy, completeness, and format; composes correspondence requiring the exercise of independent judgment in the selection of information or data necessary to formulate a reply. Establishes alphabetical, numerical, chronological, and/or subject matter filing systems; prepares, arranges, indexes, and cross-references files, as needed; updates and organizes files to determine the appropriateness of revising, deleting, or purging information; maintains a variety of records, logs, rosters, and registers; may prepare statistical and other types of reports; may review office supplies and requisition forms, and prepares supply requests based on anticipated needs.

MINIMUM AND DESIRABLE QUALIFICATIONS MINIMUM QUALIFICATIONS

SKILL:

Type 30 net words per minute. (You must have a passing score on the typing test on file in Human Resources). If you have not already taken and passed the typing test, please click here to review typing certificate requirements.

EITHER I

•

EXPERIENCE:

One year as an Office Assistant.

•OR II

•

EXPERIENCE:

Two years performing a variety of journey-level clerical duties.

SUBSTITUTION

Completion of 18 semester (27 quarter) units from an accredited college or university in secretarial sciences, office practices, business education, or a closely related field, or completion of 360 hours of training from a recognized occupational training program in any of the above-listed fields may substitute for up to one year of the experience required under Option

II. KNOWLEDGE OF

Modern office and record-keeping practices, including alphabetical, numerical, chronological, and subject matter filing procedures; correct spelling, grammar, and punctuation to prepare correspondence and proofread finished copy; use and maintenance of computerized databases; computers and other automated equipment for data entry and word processing purposes, and well as other office equipment, including calculators, scanners, photocopiers and printers.

ABILITY TO

Train and review the work of other staff; explain and apply South Coast AQMD rules, regulations, policies, and procedures specific to the area of assignment; effectively communicate detailed and complex rules, regulations, and clerical procedures to the public and South Coast AQMD employees; sort, classify, compile, and verify data; review and proofread documents for accuracy and completeness; maintain logs and records, including computerized filing systems and databases; make accurate arithmetical computations; operate a variety of standard and automated office machines; understand and follow oral and written instructions; establish and maintain effective working relationships with South Coast AQMD personnel and others contacted in the course of work.

OTHER IMPORTANT INFORMATION APPLICATION PACKETS MUST INCLUDE

A completed employment application covering at least the past 10 years of employment, and including your entire South Coast AQMD employment history, listing separately, each position you have held. (You may contact Human Resources at x2800, to verify actual job titles and dates they were held.) Up to four references which include the names and phone numbers of your present and past supervisor or managers, or persons for who you have directly provided services, not peers . Responses to the Supplemental Questionnaire (SQ). The SQ is a form of written test, and will be evaluated as such. Your responses should be well written, clear, concise, and directly responsive to all parts of each question. If not already on file, you must submit acceptable documentation of all education claimed, as detailed in the "Educational Requirements" link on South Coast AQMD's Careers webpage. Unofficial copies are acceptable at this time. Job applications must be completely filled out. A resume cannot be substituted for the required information. Be sure to detail any education, training or other relevant coursework that would make you a particularly strong candidate. This position is not eligible for visa sponsorship. Please call Human Resources at least one week in advance if you might need accommodation at any step during the selection process. If you have any questions regarding this recruitment, please contact the Human Resources Department at (909) 396-2800.

OFFICE CLERICAL & MAINTENANCE EMPLOYEE BENEFIT OVERVIEW BENEFIT DESCRIPTION

Monthly Benefit Allotment $2,022.00, to purchase medical, dental, and life insurance, with unused portion paid to you as cash. Insurance coverage becomes effective on the first of the month following completion of 30 days of continuous service. Dependent children may be covered to age 26 on medical, dental and vision plans. Medical Health Plans Blue Shield PPO Blue Shield PPO Savings Plus 2250 (High Deductible Plan) Blue Shield HMO Kaiser HMO Kaiser

HSA HMO 1500

(High Deductible Plan) Dental Plans Delta Dental PPO (without orthodontic benefits) Delta Dental PPO (with orthodontic benefits for children only) DeltaCare (PMI) Dental Vision Plan EyeMed

•Optional Life Insurance $10,000 Term Life Insurance (Optional additional life insurance, paid by you, at 1X, 2X, or 3X your salary) Employee Assistance Program (EAP) Claremont EAP, powered by Uprise Health. EAP benefits are available to all employees and their families at no cost to you. EAP offers confidential advice, support and practical solutions to real-life issues.

Services available:

confidential therapy, 24-hour crisis help and online peer support groups. Accidental Death & Dismemberment Optional Section 125 Optional Plans (Medical Reimbursement; Dependent Care) Work Schedule Four 10-hour days, Tuesday through Friday Vacation 80 hours per year, increasing to 120 after five years Holidays 13 paid holidays per year Sick Leave 100 hours per year Other Leaves Bereavement; Jury Duty; Military; Witness Tuition Reimbursement Reimbursed up to $5,000 per year Deferred Compensation (457 Plan) Optional (Employee may contribute up to the IRS maximum). South Coast AQMD matches, dollar for dollar up to $300 per year for the regular plan. Retirement 2.5% @ 67 defined benefit plan

•Applies to employees hired on or after January 1, 2013 who, at time of hire, were not members of the San Bernardino County Employees' Retirement Association (SBCERA) or another public employee retirement system through which reciprocity may be established. 2.0% @ 55 defined benefit plan

•Applies to employees who, prior to January 1, 2013, were active members of SBCERA or another public employee retirement system through which reciprocity may be established. Employees pay only the Medicare portion of Social Security. 01/01/2026