Administrative Assistant

Administrative Assistant
Organization Mountains Recreation and Conservation Authority
Location Calabasas, California
Job Type Full Time
Application Deadline Dec 15, 2022

Mountains Recreation and Conservation Authority is recruiting for an Administrative Assistant (Class 283-Administrative Assistant) to perform general clerical work, manage reports and training, perform occasional receptionist duties, and assist with other division administrative tasks. Candidates must have a valid California driver’s license in good standing with a satisfactory driving record at the time of hire.

Applications for this position are only accepted online at https://www.calopps.org/mountains-recreation-conservation-authority/job-20285759  Please contact us if you need an accommodation in the recruitment process. Learn more about joining the MRCA team at https://mrca.ca.gov/about/employment/.

This is administrative support work in both office and field settings, including communicating with public visitors and callers, for a person at entry-level. The work performed will support the Fire Division’s efforts to protect resources on MRCA-managed land, prevent wildfires and defend against them, and MRCA’s operation of nature parks within greater Los Angeles. Moderate proficiency in Spanish (verbal) is desired.

Supervision

This position reports to the Division Chief. Assorted tasks may be supervised by other division staff. The position supervises no other staff, and generally works independently but in frequent communication with coworkers and supervisors.

ESSENTIAL FUNCTIONS

The following duties are typical for this classification. Incumbents may not perform all of 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 Division Chief with administrative tasks.
  • 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.
  • Manage and track training requirements for Fire Division staff. Ensure employees are up to date on fire certifications and refresher courses and trainings. Create and distribute annual training calendar and reminders. Track and record participation and attendance. Order and manage class training materials.
  • Manage recordkeeping for fire incident call-outs, including communication logs, time cards, expenses and equipment usage.
  • Assist as needed when MRCA’s Emergency Operations Center (EOC) is activated.
  • Independently compose a variety of documents which may include confidential material, including general correspondence, agendas, staff reports, resolutions and memoranda. Write status reports and other documents to reflect quarterly expenditures and work completed.
  • Compile and compose a variety of reports on an ongoing basis, including status of brushing operations, crew activities, volunteer data, regular brush clearance project updates, and other items as needed.
  • Serve as initial contact for callers and public 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.
  • 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.
  • Coordinate with the Human Resources Specialist to provide and file employee paperwork such as RPAs, injury reports, Workers’ Compensation claims, leave records and Live Scan results.
  • Manage and track agency uniform inventory.
  • Set up meetings and video-conference calls, including notifying participants, reserving sites/times, providing support materials, and preparing conference room and equipment.
  • Maintain up-to-date reference lists of accounting codes for use with timesheets and expenses.
  • 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.

NON-ESSENTIAL FUNCTIONS

  • As needed and on short-term temporary basis, substitute for other administrative roles.

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. MRCA offices are spread among multiple buildings and floors and may require traveling up/down steps. Some duties will be performed outdoors in all weather conditions, including during inclement and extreme conditions.

Required Hours and Location

Monday through Friday, 8 hours per day (8 a.m. – 5 p.m.), 40 hours per week. Occasional overtime work in evenings or weekends upon prior approval by supervisor. The position will work out of a primary office location but will be required to travel to various other locations as needed to coordinate division activities.

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 in order 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.
  • 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 desired.
  • Proper completion of State and Federal forms related to fire reimbursement claims (or ability to learn immediately).

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.
  • 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.

Application Link