Project Assistant II

Job Location

Calabasas, CA

On-Site

Type of Job

Full-Time

Salary

$20.12 - $24.45

Published By

Publisher Name

Published Date

Jul 28, 2022

About the job

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The MRCA is recruiting for a Project Assistant II to provide a wide range of general supportive and administrative assistance to the Chief of Natural Resources and Planning and Natural Resource and Planning Division personnel and assist with other agency administrative tasks. This position also serves as the Board Secretary for Joint Powers Authorities (JPAs) staffed by the MRCA.

 

Applications for this position are accepted online at https://www.calopps.org/mountains-recreation-conservation-authority/job-20272464 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 for a person with journey level experience requiring frequent communication with coworkers, representatives of other government agencies, staffs of elected officials, non-profit organizations, homeowner’s associations, and the public at large. The work performed will support MRCA’s land acquisitions, general open space conservation, and habitat restoration in southern California.

 

The position offers the opportunity to be in the nerve center of a unique local government agency and to contribute to a wide range of conservation efforts within an area of over 1,000 square miles. Once the required administrative support work duties are entirely handled, the position offers the opportunity to grow into helping with land acquisition, grant writing, and shaping development mitigation. Some field visits and scheduled night meetings may be part of the job duties.

 

Type

This is a full-time, non-exempt, at-will position.

 

Supervision

 

This position reports to the Chief of Natural Resources and Planning. Assorted tasks may be supervised by Deputy Division Chief. 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.

  • Provide general support to the Chief of Natural Resources and Planning and Chief Deputy Executive Officer.
  • Maintain Division’s contact databases.
  • Assist the Chief of Natural Resources and Planning with administrative tasks.
  • Provide general support to the Natural Resources and Planning staff.
  • Assist with preparation and coordination of graphics and maps.
  • Compose and proofread a variety of documents including general correspondence, agendas, staff reports, resolutions, and memoranda.
  • Serve as Board Secretary for: Desert and Mountain Conservation Authority (DMCA), Newhall Ranch High Country Recreation and Conservation Authority (NRHCRCA), Santa Clarita Watershed Recreation and Conservation Authority (SCWRCA), and Wildlife Corridor Conservation Authority (WCCA).
  • Maintain status report of current grant fund balances.
  • Coordinate timely submission of timesheets, expense reports (credit cards) and payment requests from a variety of employees to appropriate Finance or Human Resources staff.
  • Open, stamp, and distribute mail according to procedures.
  • Set up meetings and video-conference calls, including notifying participants, reserving sites/times, providing support materials, and preparing conference room and equipment.
  • Serve as initial contact for inquiries to the Natural Resources and Planning Division; research and gather information to provide accurate answers and information; interpret and explain regulations, procedures, etc. in response to inquiries and complaints; refer technical issues to appropriate staff.
  • Assist with the day-to-day administration of grants, preparation of reports, and conformance with grant agreements.
  • Maintain organized, complete files of agency documents as required.
  • Prepare Requests for Proposals and Requests for Contracts.
  • Analyze, verify, and obtain payment approvals for invoices.
  • Coordinate and place orders for office supplies, business cards, badges, and nameplates.
  • Coordinate with other agency divisions on various projects and issues as required.
  • Maintain positive relationships with coworkers, representatives of other government agencies, non-profit organizations, homeowner’s associations, and the public at large.
  • As needed and on short-term, temporary basis, substitute for other administrative roles including but not limited to the Contracts Manager and Board Secretary.
  • Cooperate with other team members to accomplish project goals.
  • Produce written materials to be included with staff reports, publications, proposals, progress reports, and a variety of other documents.
  • · Assist with archiving and recordkeeping.
  • · Perform related duties as required.

 

NON-ESSENTIAL FUNCTIONS

 

Assist in the development or modification of general agency procedures and manuals to achieve greater efficiency and compliance.

  • Assist in the development of forms, worksheets and/or spreadsheets; accurately input data entry.
  • Maintain up-to-date reference lists of task codes.
  • Prepare and maintain vendor and agency phone and mailing lists.

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 may be required in evenings or be permitted on weekends upon prior approval by supervisor. The position will work out of MRCA’s King Gillette Ranch facility in Calabasas but may require occasional travel to various other MRCA office locations including Ramirez Canyon Park in Malibu, Franklin Canyon Park, and the Los Angeles River Center and Gardens. As pandemic conditions change, in person meetings may be required destinations as far away as Santa Clarita City Hall for JPA meetings. Offices at all these MRCA locations are spread among multiple buildings and floors. A combination remote/office work hybrid schedule may be negotiated prior to hire and/or subsequently be allowed, subject to supervisor approval. A high percentage of in office work time is essential to absorb information and integrate with the wide range of agency functions.

 

Public Contact

The majority of MRCA properties are open to the general public. Parking lots, shared public/office restrooms and in-person meeting rooms are open during regular business hours. The MRCA is committed to protecting its staff by ensuring appropriate physical distancing and proper infection control while supporting equitable access to services. Our requirements are based on the current County of Los Angeles guidance and are subject to change as the County updates their policies. This position is likely to have limited physical contact with members of the public in public areas such as parking lots, parklands, and vendor locations.

 

MINIMUM QUALIFICATIONS

 

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time to successfully perform the essential functions. 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.
  • Demonstrated two (2) years 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.

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.
  • Basic understanding of native plants, animals, and ecosystems of Southern California.
  • General office practices and procedures.
  • Basic understanding of California Environmental Quality Act requirements (or ability to learn within 6 months).

· Familiarity with California State bonds and grant programs (or ability to learn within 6 months).

  • Bilingual skills in English and another locally common language, such as Spanish, Korean, Farsi, Chinese, Armenian, Yiddish, or Tagalog is desired.

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.