Administrative Assistant I
Division: Energy, Education & Environmental Service
FLSA Status: Non-Exempt
Salary: $17.56 Hourly
Type: At-Will, Full Time
Work Schedule: Monday-Friday 8:00 a.m. to 5:00 p.m.
Under the direction of the Program Director, the Administrative Assistant will provide complex clerical service support requiring independent judgment and action. Work performed requires a high degree of confidentiality and substantial level of judgment must be exercised in contact with a cross-section of community groups, employees, board members and other individuals.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Interacts with employees, business partners, and management team and maintains a positive attitude
Answers a substantial amount of correspondence for the Program Director and on their own initiative in accordance with general policies and practices
Assists the Program Director with organizing the EEES division’s contracts, financials, communications, and staff structure
Schedules meetings, prepares necessary materials, documents and distributes meeting minutes, and compiles reports
Gathers information from program team members, fields questions from customers and stake holders, reports or investigates concerns and performs research
Prioritizes and completes tasks in a timely manner and is detail oriented
Controls documents and maintains confidential records
Creates and develops reports for the EEES Program Director, Program Manager, production, and financial reports
Keeps program plans up to date allowing the Program Director to get a clear view of the program status
Screens calls, which may require answering a variety of subject matter inquiries with tack, good judgement and with considerable knowledge of departmental programs, activities and policies
Process workers’ compensation incident reports and work closely with Human Resources to complete the claim; maintains administrative files and records
May serve as a lead worker in training subordinate staff, assigning, prioritizing or reviewing the work of other employees
May be required to work overtime
Provide vacation and temporary relief as required
And other assigned duties
Correct English usage, grammar, spelling, vocabulary and punctuation
Office procedures and practices, including filing systems, business correspondence, reception and report writing
Data collection, research, and analysis techniques and methods
Understand that the Administrative Assistant is operating under the authority of the Program Director and carrying out his/her directives. Have the ability to communicate on behalf of the Program Director and maintains strict confidentiality; operates agency/personal vehicle for official business purposes in a safe manner; proficiently operates standard office equipment, including computer hardware and software applications associated with performance of assigned work (i.e., MS Word, MS Excel, MS Access, MS PowerPoint, MS Outlook, and Adobe software).
MINIMUM EDUCATION AND EXPERIENCE
Associates degree and/or minimum of one (1) year experience in administrative, where duties included collecting and analyzing information, management support, composing and routing correspondence, maintain files, records, and preparing agendas.
PHYSICAL AND ENVIRONMENTAL REQUIREMENTS
Position requires intermittent sitting, standing, walking, twisting, and bending. Simple grasping and hand manipulation, as well as, reaching above and below shoulder level. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Must be able to lift objects weighing up to 25 pounds. Requires working indoors in temperature controlled environment with occasional exposure to outside weather conditions. The noise level in the work environment is usually low to moderate.
1. Medical –Subject to required employee monthly contribution.
2. Dental- 100% employer paid for employees.
3. Vision and contact lens benefits every two (2) years subject to required employee co-pays and plan option.
4. Employer paid Group Life insurance coverage benefit of two (2) times the annual salary up to $200,000 plus AD & D coverage.
5. Voluntary supplemental life insurance coverage.
6. Fourteen (14) Paid Holidays.
7. Vacation benefits do not accrue during the first six (6) months of employment. An employee must successfully complete their six-month evaluative period and then vacation benefits will start accruing and are available for use. Vacation benefits are accrued on a bi-weekly basis as follows:
1-5 years (3.08 hours per pay period = 10 days)
6-14 years (4.62 hours per pay period = 15 days)
15-over (6.15 hours per pay period = 20 days)
8. Sick leave is earned at a rate of 3.69 hours per pay period for full-time employees.
9. 403b retirement program which CAPSBC contributes 6% of employee’s gross salary once the employee meets the program requirements and employees may voluntarily contribute up to the specified Internal Revenue Service Requirements.
10. Social Security paid by employee is matched by CAPSBC, as well as Medicare.
11. Merit advancements.
LICENSE AND PERSONAL VEHICLE
Must possess and maintain a valid California Driver License, be insurable and have/maintain a good driving record throughout the course of employment. In addition, the applicant must have access to a dependable vehicle and maintain state-mandated personal automobile insurance coverage throughout the course of employment. Employees receive reimbursement per mile for use of his/her personal vehicle for business purposes (excluding driving from home and to work) based on the approved IRS mileage rate.
Applicants considered for an interview must submit a Department of Motor Vehicle (DMV) Driving Report (dated within previous 90 calendar days) upon request from the CAPSBC Operations/Human Resources Division. An unacceptable DMV Driving Report will result in no further consideration for the position applied for.
Following an administrative review of each application, only the most qualified applicants will be invited to an oral interview. After the hiring interviews have been completed, a background check (including verification of criminal records, education, employment, and social security) will be conducted on the candidate (s) being considered for employment. Once the background checks (s) have been completed and reviewed, a conditional offer of employment will be made to the recommended applicant for hire. The conditional offer is contingent on the applicant passing a pre-employment physical examination only to include urine drug testing and TB screening. An offer of conditional employment will be withdrawn upon failure to pass the physical examination. The recommended applicant shall submit original documentation to establish both work authorization and identity (per the Immigration Reform and Control Act of 1986). The recommended applicant is encouraged to participate in the agency’s payroll direct deposit program. In those instances where the recommended applicant cannot participate in the direct deposit program, the recommended applicant will have the opportunity to participate in a pay card program.
Submit a completed CAPSBC Application form to the Operations/Human Resources Division, 696 S. Tippecanoe Avenue, San Bernardino, CA 92408-2607. Applications must be typed and not handwritten. Handwritten applications will not be accepted for employment opportunities. Applicants can go to the CAPSBC website to complete an application online, print it and submit the completed application to the Operations/Human Resources Division. If you change your address or phone number after filing an application, please notify CAPSBC Operations/Human Resources Division immediately. Resumes will not be accepted as a substitute for completion of the work history portion of the application. The information you provide will be used to verify and evaluate your qualifications. Failure to fully complete the application and/or provide information on it that clearly demonstrates possession of the position requirements will result in no further consideration.