Executive Assistant I - Flood Control (Finance)

The Riverside County Flood Control and Water Conservation District is seeking to fill two Executive Assistant I positions. These positions will be assigned to the Administration Division in Riverside, CA.

The selected candidates will provide administrative support to multiple divisions and the administrative team. Primary responsibilities include creating, formatting, and finalizing documents such as letters, memos, agreements, Form 11s, resolutions, and reports. This involves proofreading for grammar and punctuation, tracking document changes, and researching historical records. Additional duties include managing multiple calendar appointments, scheduling meetings, submitting purchase requests, researching items for staff, and conducting inventory of supplies.

These positions also serve as a liaison with County Counsel and the Clerk of the Board, and require regular interaction with staff, the general public, consultants, and external entities. Executive Assistants will also be responsible for training other staff and performing related duties as assigned.

Competitive candidates will possess:

• Prior clerical experience within a government agency.
• Demonstrated ability to create, format, and finalize documents such as letters, memos, agreements, Form 11s, resolutions, and reports.
• Strong knowledge of proper English usage, grammar, and punctuation.
• Intermediate to advanced proficiency in Microsoft Office Suite and Adobe Acrobat Pro.
• Familiarity with document management systems such as FileNet or SharePoint.
• Knowledge of Minutetraq.
• Experience ordering and managing office supplies.
• Experience using purchase request software for purchase orders.
• Experience managing multiple calendar appointments.
• Strong verbal and written communications skills.
• Strong time management skills and the ability to prioritize tasks effectively.
• Ability to train and support other staff members.
• Positive and professional interactions with staff, the public, consultants, and outside entities.

The Executive Assistant I is distinguished of the Executive Assistant II, in that the latter provides secretarial support to an Assistant Director, Deputy Director, or Division Chief, or serves as a recording secretary to a large/complex board, commission, committee or similar hearing body.

The Executive Assistant I is not a natural progression underfill for the class of Executive Assistant II. Advancement to the next level is obtained by competitive selection through an open recruitment.
Meet the Team!
The Riverside County Flood Control and Water Conservation District provides for the control and conservation of flood and storm waters and for the protection of watercourses, watersheds, public highways, life and property from damage within its boundaries.•Take and prepare minutes of meetings.

•Type correspondence, memoranda, reports, documents, orders, payrolls, briefs and statistical data such as charts, tables, and graphs.

•Set up and maintain office files, record and index using computer applications that include use of electronic mail, word processing, spreadsheet and special databases.

•Maintain control files to monitor status and expedites the completion of staff assignments.

•Schedule appointments, coordinate time, place, and participant arrangements for meetings.

•Sort, screen, and route incoming mail.

•Provide general information to office and telephone callers and/or refer them to appropriate party.

• Compile and summarize information, data, and figures for reports.

• May lead subordinate staff in routine clerical assignments.

• May serve as secretary to an assigned Commission; arrange meetings and schedule appointments; answer correspondence independently; prepare weekly meeting agenda; assemble data, reports, and material prepared by Department staff for Commissioners and Commission meetings as required.Education: Graduation from high school or attainment of a satisfactory score on a G.E.D. test may be required.

Experience: Three years of broad and varied clerical experience. (Completion of 18 semester or 27 quarter units from an accredited college or university or 360 hours of training from an accredited occupational training program in secretarial sciences, office practices, business education, or a closely related field to the assignment may substitute for one year of nonspecialized clerical experience.)

Knowledge of: A wide variety of typing layouts and formats; Business English, including spelling, punctuation, grammar, capitalization, and word usage; Indexing and filing rules and systems; the operation and uses of office equipment including personal computers, calculators and copiers; modern office and record keeping procedures and practices; basic arithmetic; County customer service objectives and strategies; telephone, office, and online etiquette; current technology and trends in the profession.

Ability to: Operate standard and modern office equipment; proofread and review work for accuracy and completeness; input and retrieve data from computerized record keeping systems; prioritize and route telephone calls and mail; monitor staff assignment deadlines; establish effective working relationships with management, employees, and employee representatives.
Other Requirements:
License/Certificate: Possession of a valid California Driver's License may be required.

Physical Requirements: A bility to lift and carry up to 10 lbs.For questions regarding this recruitment Contact Vanessa Diaz Beaird at VDBEAIRD@rivco.org with any questions regarding this recruitment.