Executive Assistant I

For questions regarding this position, please contact the Recruiter listed in the Supplemental Information section. About The Position The Riverside County Flood Control and Water Conservation District Administration Division has an opportunity for Executive Assistant I. This position will provide administrative support to multiple divisions and the administrative team.

The Executive Assistant will be responsible for creating, formatting, and finalizing a variety of documents, including letters, memos, agreements, Form 11s, resolutions, and reports; demonstrating intermediate to advanced proficiency in Microsoft Office and Adobe Professional; managing multiple calendars; and ensuring correct English usage, grammar, and punctuation. The role also involves researching historical documents, serving as a liaison with County Counsel and the Clerk of the Board, training staff, following oral and written directions, and quickly prioritizing tasks. The Executive Assistant will utilize multiple systems to process various requests, interact positively with staff, the public, consultants, and external agencies, and support purchasing functions by creating and submitting purchase requests, researching items, and conducting inventory of products.

Competitive experience includes three years of clerical work, training other clerical staff, creating and submitting purchase requests, and the ability to work independently with minimal supervision. Candidates should be proficient in Excel, Visio, Outlook, Adobe, and familiar with FileNet. Additional experience with various programs and systems, along with strong independent decision-making and task management skills, is also highly desirable. Demonstrated ability in creating, formatting, and finalizing documents such as letters, memos, agreements, form 11s, resolutions and reports is desired.

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.

Examples Of Essential Duties

• 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.

Minimum Qualifications 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, …