Administrative Assistant

Job Location

Los Angeles River Center

On-Site

Published By

Publisher Name

Type of Job

Full-Time

Salary

$16.15 - $18.70

Published Date

May 5, 2022

About the job

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The Mountains Recreation and Conservation Authority is recruiting for an Administrative Assistant perform general clerical work, perform receptionist duties at the Los Angeles River Center and Gardens, and assist the Deputy Executive Officer with other agency administrative tasks. Advanced proficiency in Spanish (verbal) is required.

Applications for this position are accepted online at https://www.calopps.org/mountains-recreation-conservation-authority. Please contact us at employment@mrca.ca.govif you need an accommodation in the recruitment process. Learn more about joining the MRCA team athttps://mrca.ca.gov/about/employment/.

This is administrative support work in an office setting including communicating with public visitors and callers to the facility, for a person at entry-level. The work performed will support MRCA’s operation of nature parks within greater Los Angeles, land acquisition and capital improvement Workprograms, and other efforts related to public access, open space conservation, habitat restoration, and urban park development.

Supervision

This position reports to the Deputy Executive Officer. Assorted tasks may be supervised by other Executive Staff. The position supervises no other staff, and generally works independently/alone but in frequent communication with the public and coworkers.

ESSENTIAL FUNCTIONS

The following duties are typical for this classification. Incumbents may not perform all the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

  • Assist the Deputy Executive Officer with administrative tasks.
  • Serve as initial contact for visitors and callers to the facility, both by answering phones and in person inquiries. Respond to requests for information and complaints; interpret and explain regulations, procedures, etc. in response to inquiries and complaints; research and gather information to provide accurate answers and information; refer technical issues to appropriate staff.
  • Open, stamp and distribute mail according to procedures.
  • Coordinate timely submission of timesheets, expense reports (credit cards) and payment requests from a variety of employees to Executive Staff. Cross-check accounting/billing codes on various forms prepared by others and verify documentation is present. Follow up on unanswered inquiries related to such forms and documentation.
  • Communicate frequently and cordially with other staff and follow up on unanswered inquiries in a professional manner.
  • Provide administrative support to the Human Resources Specialist on an as-needed basis.
  • Set up meetings and video-conference calls, including notifying participants, reserving sites/times, providing support materials, and preparing conference room and equipment.
  • Assist with calendar management for meeting room reservations.
  • Maintain meticulous files, including documentation of and authorization for expenses, project reports, contracts, contacts, and correspondence; follow established filing and record-keeping systems with a high degree of accuracy.
  • Independently compose a variety of documents which may include confidential material, including general correspondence, agendas, staff reports, resolutions and memoranda.
  • Coordinate and place orders for office supplies, business cards, badges and nameplates.
  • Maintain good habits of answering and responding to incoming telephone calls, correspondence, and when communicating and providing customer service to citizens who seek assistance.
  • Maintain positive relationships with coworkers, representatives of other government agencies, non-profit organizations, homeowner’s associations, and the public at large.
  • Perform related duties as required.

 

JOB SPECIFICATIONS

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. While performing the duties of this job, the employee is regularly required to remain in a stationary position, occasionally move about inside the office to access supplies and office machinery, frequently communicate and exchange information, review handwritten, electronic and facsimile documents, and operate a computer and other office productivity machinery. The employee must occasionally move items weighing up to 20 pounds inside the office.

Required Hours and Location

Monday through Friday, 8 hours per day, 40 hours per week with some scheduling flexibility. Occasional overtime work in evenings or weekends upon prior approval by supervisor. The position will work out of the Los Angeles River Center and Gardens but may be required to travel to various other locations. Offices at the River Center are spread among multiple buildings and floors. Remote working or a hybrid schedule may be allowed, subject to supervisor approval.

MINIMUM QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Education and Experience

  • Some college; strongly prefer a minimum of an Associate’s Degree. One year of relevant experience may be substituted for each year of required education.
  • One (1) year performing clerical duties.

Training and Certification

  • Must have a valid California driver’s license in good standing with a satisfactory driving record at the time of hire.
  • Basic First Aid and CPR certification (or ability to complete within 6 months).

Knowledge of

  • Intermediate proficiency with Office 365 and email, including Word and Excel.
  • Use of Adobe Sign to gather signatures and compile documentation, or ability to learn immediately.
  • Proficiency in basic mathematics, as applied to expense reports and timesheets.
  • Office practices and procedures.
  • Bilingual skills in English and Spanish is required.

Ability to

  • Prioritize varying tasks and projects, manage time, and make regular, consistent progress on multiple projects at once.
  • Handle confidential information according to procedures.
  • Cooperate with coworkers and revise approach as needed to accommodate concerns.
  • Work independently.
  • Must be organized with meticulous attention to detail.
  • Complete projects and follow oral and written directions.
  • Quickly change tasks and focus.
  • Consistently follow agency procedures.
  • Exercise discretion and sensitivity to confidential information.
  • Read maps and navigate through greater Los Angeles, in both urban developed and undeveloped open space areas.

Competencies

  • Excellent oral and written English language skills. Not required to be a native English speaker, but fluency in English will be required.
  • Excellent organizational skills.
  • Establish and maintain cooperative relations with those contacted in the course of work including the general public.
  • Emotional maturity; tact and diplomacy; poise and self-confidence.

This job announcement is not intended to, and does not, create an employment contract of any kind and does not create any express or implied contractual obligations. Employment at MRCA is at-will without exception. The employee and MRCA may terminate employment at any time with or without advance notice and with or without cause.

Any provision contained in this job announcement may be modified or revoked at any time without notice.