Parks Administrative Assistant Full Time

CAREER DESCRIPTION

PARKS ADMINISTRATIVE ASSISTANT

(EXECUTIVE SECRETARY I)

SALARY INFORMATION

In addition to performance-based merit increases, this position is scheduled to receive salary range increases on the following dates:

Effective July 1, 2022 – 3.5% increase

Salary may be negotiable within the range listed above, based on position requirements and successful candidate's qualifications, subject to appropriate authorization.

OPEN TO THE PUBLIC

This recruitment is being held to establish an open eligible list to fill current and future Executive Secretary I vacancies within OC Community Resources/OC Parks. The eligible list established may also be used to fill similar and lower-level classifications throughout the County of Orange.

This is an at-will position. The appointed candidate will serve at the discretion of the Agency/Department Head and will be required to enter an “at-will” agreement.

DEADLINE TO APPLY

Qualified applicants are encouraged to apply immediately, as this recruitment will close on Monday, November 29, 2021 at 11:59 PM (PST).

THE COUNTY

The County of Orange is a regional service provider and planning agency whose core businesses include public safety, public health, environmental protection, regional planning, public assistance, social services and aviation. Click here for more information.

OC COMMUNITY RESOURCES (OCCR)

OC Community Resources is a multi-faceted department comprised of OC Animal Care, OC Community Services, OC Housing & Community Development, OC Parks, and OC Public Libraries. Click here for more information.

OC PARKS

OC Parks encompasses regional, wilderness, and historical facilities, as well as coastal areas throughout the County of Orange in California. Featuring 60,000 acres of parkland, open space, and shoreline. Orange County's award-winning parks and programs are enjoyed by millions of residents and visitors each year, in ways as diverse as the parks themselves.

THE OPPORTUNITY

The Parks Administrative Assistant is responsible for providing administrative support to the Business Manager and the Director’s Office, which includes the Parks Director and two Deputy Directors. This position will also aid in Department communications as well as handle sensitive, confidential, high-level, and urgent information in the Director’s Office and Business Office.

Duties include, but are not limited to, the following:
Primary Secretarial Tasks

Calendar management for the Director’s Office staff

Scheduling meetings for Director’s Office staff and Business Manager

Screen phone calls, emails, and visitors and assist and/or refer inquiries as appropriate

Regular communication with various elected officials, executives, managers, labor organizers, and staff

Review and proofread all OC Parks paperwork signed by the Director

Organize and facilitate review for paperwork requiring Director and Deputy Director’s input/signature including administrative and County paperwork (e.g., HR, Risk Management, etc.), correspondence, memos, etc.

Organize and distribute all mail that comes to OC Parks headquarters to the appropriate staff

Management of emergency contact information for OC Parks headquarters, staff including annual updates and when new staff arrive

Onsite reception duties for the OC Parks headquarters front office (answering main phone line, assisting visitors, receiving deliveries)

Document Preparation

Compile materials for meetings and briefings (e.g., Board of Supervisors, Executive Committees, OC Parks Commission)

Prepare clear, concise, comprehensive correspondence and reports (e.g., weekly status reports, quarterly vehicle mileage reports, project updates, etc.)

Scanning, filing, recordkeeping, creating forms, and managing files (physical, network, online, cloud, etc.)

Staff Support

Provide department-wide notices to staff, including relaying announcements from other County agencies, providing updated templates to staff, and communicating department wide information

Process employee ID badge and card access requests

Process and handle petty cash

Reconcile monthly gas card invoices and other claim forms as needed

Monitoring and tracking of pool vehicles, gas cards, and parking cards

Procurement Support

Process annual memberships on behalf of staff to local and national organizations

Ordering office supplies and equipment (including cell phones, laptops, etc.) for the Director’s Office and Business Office

Creation and processing of procurement requests for travel, apparel, maintenance, etc.

Process travel reimbursements for Director’s Office and Business Office

Miscellaneous Tasks

Maintain a high level of confidentiality and professionalism

Other administrative duties and special projects, as assigned

DESIRABLE QUALIFICATIONS AND CORE COMPETENCIES

The ideal candidate will possess two (2) or more years of experience in an executive administrative support role working in a complex organization supporting Executive Managers and multiple stakeholders.

In addition, the ideal candidate will possess extensive experience and/or knowledge in the following key areas:

Exhibits highly organized, responsive, detail-oriented, flexible, and dependable work practices

Multi-tasking and adapting to a fast-paced environment with a demanding, time-sensitive workload

Communicating and interacting confidently and respectfully with high-level executives, public officials, board members, stakeholders, and the public

Demonstrating confidentiality when working with highly sensitive information

Learning, interpreting, and applying administrative and departmental policies and procedures

Advanced knowledge of Microsoft Office Suite, particularly Outlook, Word, and Excel

MINIMUM QUALIFICATIONS

Applicants should possess the following:
Experience in providing administrative support to upper or executive level management.

Ability to:
Use Microsoft Office, particularly Outlook, Word, and Excel, at an intermediate level or higher

Schedule meetings and conferences coordinating with multiple parties

Plan, organize, and complete work rapidly and efficiently despite frequent interruptions and/or distractions

Learn, interpret, and apply administrative and departmental policies, laws, and rules with reference to the activities of the office, department, or agency where the position is assigned

Type technical reports and documents and compose correspondence independently based on policy and guidelines

Interface with staff, officials, and the public in situations requiring tact, diplomacy, and poise

Thorough knowledge of:
English language, grammar, spelling, vocabulary, and punctuation

Functions and basic office services operations of an administrative office

SPECIAL REQUIREMENTS

This is an "at-will" position. A newly hired candidate appointed to this position will serve at the discretion of the Department Head and can be terminated at any time. In such an event, the candidate has no right to any appeal or grievance procedure under any rule or regulation of the County or State.

A current County employee appointed to this position may be removed from the position at any time and shall have no right of appeal or grievance procedure under any rules or regulations of the County or the State. However, the employee shall have the right to return to a position in a former class in which they held status. This is in accordance with the Office Services MOU Article III, Section 10, D.

RECRUITMENT PROCESS

Human Resource Services (HRS) screens all application materials for minimum and/or desirable qualifications. After screening, applicants who meet the minimum and/or desirable qualifications will be referred to the next step in the recruitment process. All applicants will be notified via email of their status in the process.

Online Exam | Multiple Choice (Weighted 100%)

An online exam consisting of job-related questions will be administered. Candidates who pass this test will be referred to the next step. This is a standardized test and there are no study guides available.

Based on the Department's needs, the selection procedures above may be modified.

Candidates will be notified of any changes in the selection procedures.

Eligible List

Once the assessment has been completed, HRS will establish an eligible list of candidates. Candidates placed on the eligible list may be referred to a selection interview to be considered for present and future vacancies.

Veterans Employment Preference Policy (VEPP)

The County is committed to providing a mechanism to give preferential consideration in the employment process to veterans and their eligible spouses and will provide eligible participants the opportunity to receive interviews in the selection process for employment and paid internship openings. Please click here (Download PDF reader) to review the policy.

ADDITIONAL INFORMATION

Please see below for important information regarding COVID 19 related requirements.

The COVID-19 pandemic continues to evolve and laws, regulations, and policies regarding COVID-19 are subject to change. The County of Orange is required to comply with any State or County Public Health Orders which may apply as follows:

Workers who provide services in certain Medical or High-Risk Settings, may be required to provide proof of full vaccination from COVID-19 or to wear a mask and undergo weekly COVID-19 testing.

Workers who provide services in certain Health Care Facilities or correctional facility or detention center where health care is provided, may be required to provide proof of vaccination. (Workers may be exempt from this requirement based on religious beliefs or a qualifying medical reason; however, if exempted worker will be required to mask and undergo weekly COVID-19 testing.)

The position for which you are applying may be required to adhere to any applicable State or County Order. You will receive notification of any requirement as it applies to a position.

EMAIL NOTIFICATION:
Email is the primary form of notification during the recruitment process. Please ensure your correct email address is included in our application and use only one email account.

NOTE: User accounts are established for one person only and should not be shared with another person. Multiple applications with multiple users may jeopardize your status in the recruitment process for any positions for which you apply.

Candidates will be notified regarding their status as the recruitment proceeds via email through the GovernmentJobs.com site. Please check your email folders, including spam/junk folders, and/or accept emails ending with "governmentjobs.com" and "ocgov.com." If your email address should change, please update your profile at www.governmentjobs.com.

FREQUENTLY ASKED QUESTIONS:
For specific information pertaining to this recruitment, please contact Melanie Ramos at 714-480-2731 or Melanie.Ramos@occr.ocgov.com.

EEO INFORMATION

Orange County, as an equal employment opportunity employer, encourages applicants from diverse backgrounds to apply.

Non-Management BenefitsIn addition to the County's standard suite of benefits, such as a variety of health plan options, annual leave and paid holidays-we also offer an excellent array of benefits such as a Health Care Reimbursement Account, 457 Defined Contribution Plan and Annual Education and Professional Reimbursement. Employees are provided a Retirement Plan through the Orange County Employees Retirement System (OCERS). Please go to the following link to find out more about Defined Benefit Pensions and OCERS Plan Types/Benefits.http://www.ocers.org/active-member-informationClick here for information about benefits offered to County of Orange employees.

Recommended Skills

• Administrative experience
• Microsoft Outlook
• Microsoft Excel
• Leadership
• Microsoft Office