Administrative Assistant - CORE/Sports at Cosumnes Community Services District – Elk Grove, California

The Cosumnes Community Services District is seeking one (1) full-time Administrative Assistant in the CORE and Sports Division of the Parks and Recreation Department.

Position Description

Under general supervision, performs a variety of administrative, reception, and office support duties requiring thorough knowledge of the assigned department, its procedures, and operational details; may provide front-line customer service at various District facilities or administrative support to management and departmental staff; composes and prepares correspondence; performs skilled word processing, data entry, and typing; provides information to the public and staff; provides assistance for a wide variety of assignments related to administrative support of budgets, contracts, research projects, and department programs; and performs related work as required.

This position is used throughout the District and may be assigned to the Parks and Recreation, Administrative Services, or the Fire Departments. Functions and responsibilities expected to be performed may vary by department and area of assignment.

Salary Information The salary range for the Administrative Assistant classification is between $25.19 - $35.44 per hour. The District typically appoints new employees at step 1 of the salary range. Consideration for an appointment higher than step 1 will be based on experience, education, or the need for unique skills or knowledge and shall be no more than the mid-point of the salary range.

The following duties are intended only as illustrations of the various types of work that may be performed. The omission of a specific statement on duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. Each individual in the classification does not necessarily perform all the duties listed. Employees may perform other related duties at an equivalent level as required.

• Provides administrative support to managers and departmental staff by assisting with duties related to assigned operations; acts as a liaison between management and other staff or the public, coordinating resolutions when appropriate;
• Maintains calendars and schedules and/or coordinates meetings, seminars, conference registration, and training sessions for department staff; acts as meeting secretary including preparing agendas and informational packets, setting up the room, and taking and transcribing notes or minutes;
• Assists or administers department projects and/or programs as assigned by management staff; provides assistance to department staff in various research and department-related projects;
• Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials;
• Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, administrative, statistical, financial, and staff reports, and correspondence for department staff from rough draft, handwritten copy, verbal instructions, or from other material using a computer; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections;
• Prepares and processes reports, forms, and records, such as requests for payments, purchase orders, and invoices;
• Screens calls, visitors, and incoming mail; provides information to the public, by phone or in person; listens to questions and interprets and applies regulations, policies, procedures, systems, rules, and precedents according to existing guidelines; responds to staff inquiries and complaints; refers parties to the appropriate department source; coordinates or resolves problems of a moderate nature when appropriate;
• Performs various bookkeeping tasks including calculating monies due, collecting and receipting monies, processing reimbursements, and preparing bank deposits; Maintains accurate and up to date data files, records, and logs by utilizing and monitoring various file management systems;
• Provides lead direction to part time staff including assigning tasks and training;
• Develops and implements file, index, tracking, and record-keeping systems; researches records within areas of assigned responsibility to prepare reports and provides follow-up information to inquiries from internal and external customers;
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files;
• Monitors and orders office and other related supplies; prepares, processes, and tracks purchase requisitions for services and materials; receives vendor invoices; prepares request for payment for department head approval;
• Coordinates and integrates department services and activities with other District departments and outside agencies;
• Operates a variety of standard office equipment, including job-related computer hardware and software applications, copiers, postage meters, facsimile machines, and multi-line telephones; may operate other department-specific equipment.
• May coordinate facility and reception staff schedules; including collecting and reviewing timesheets, arranging shift based coverage as needed, and interpreting fiscal effects of work product;
• Performs other duties as assigned.

Any equivalent combination of training and experience which provides the required skills, knowledge, and abilities may be considered qualifying at the sole discretion of the District. The education or experience requirement may be modified or waived at the sole discretion of the General Manager. At least one of the education or experience requirements must be met; however, both requirements cannot be modified or waived. A typical way to obtain the knowledge and skills would be:

Education and Training:

• High School Diploma, GED or Equivalent Certification. Advanced training or college-level coursework in business administration or secretarial science or a related field is desirable.

Experience:

• Two (2) years of increasingly responsible administrative and/or secretarial support experience.

Special Requirements:
Some positions may require occasional driving, and when specified those positions will include the following requirements:

• Possession of, or ability to obtain, First Aid and CPR/AED certification within the first sixty (60) days of employment; certification must be maintained throughout employment;
• Must possess and maintain a valid California class "C" driver's license, with a satisfactory driving record as determined by the District.

Knowledge of:

• Organization and function of public agencies, including the role of an elected governing board.
• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Modern office administrative and secretarial practices and procedures, including the use of standard office equipment.
• Business letter writing and the standard format for reports and correspondence.
• Principles and practices of data collection and report preparation.
• Computer applications related to the work, including word processing, web design, database, and spreadsheet applications.
• Business mathematics and basic statistical techniques.
• Record keeping principles and procedures.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.

Ability to:

• Perform varied and responsible administrative and secretarial support work with accuracy, speed, tact, and discretion under general supervision.
• Understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities.
• Interpret, apply, and explain administrative and departmental policies and procedures.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Compose correspondence and reports independently or from brief instructions.
• Make accurate mathematical, financial, and statistical computations.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Establish and maintain a variety of filing, record-keeping, and tracking systems.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Operate modern office equipment including computer equipment and specialized software applications programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

• Mobility: frequent use of keyboard; frequent sitting at desk and in meetings for long periods of time; occasionally reaching and twisting to reach equipment surrounding desk; occasional walking, standing, bending, stooping, and squatting; occasional pushing, pulling or lifting up to twenty (20) pounds;
• Vision: constant use of overall vision; frequent computer use; occasional color and depth vision;
• Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding and reaching; frequent operation of office equipment, computers and clerical supplies;
• Hearing/Talking: frequent hearing and talking in person and on the phone;
• Emotional/Psychological: frequent decision making and coworker contact;, ability to remain calm in emergency situations; occasionally works alone;
• Driving: in designated positions - ability to use fine and gross motor coordination for driving.

Typical Working Conditions
Work is typically performed in an indoor office environment. Occasional work is performed outside in various types of weather. Incumbents may be exposed to noise, moisture, dust, vibrations, heat and cold. In designated positions, work may require travel to and from off-site locations throughout the District

THE PROCESS:
Application Review- Applications will be reviewed for possession of minimum qualifications and evaluated according to the essential functions of the job, and other needs of the position. All applicants will be notified as to the status of their application after a review of all applications has been completed.

First Interview- The most qualified candidates from the review will be invited to participate in an Oral Panel Interview. Should you need accommodations, please contact Human Resources.

Second Interview- The most qualified candidates from the first Interview will be invited to participate in the second Oral Panel Interview. Should you need accommodations, please contact Human Resources.

Conditional Offer Procedures - Candidates selected from the process may receive a conditional offer of employment contingent upon the successful completion of the following:

• Background Check: A State of California, Department of Justice criminal background check;
• Driving Record: A State of California, DMV driving record printout will be required.

Appointment Procedures - Upon successful completion of the background check, candidates must complete the following before final appointment:

• Medical: A clear physical, drug, and tuberculosis screening will be required.
• Work Eligibility: The District participates in E-Verify to confirm authorization to work in the US.

Probationary Period: A probationary period of one (1) year is the final phase of the selection process.

Benefits For Full-Time Employees:

• Full-time employees receive generous medical, dental, life, disability and vision benefits.
• The District participates in the California Public Employees Retirement System (CalPERS). New members in the CalPERS system will receive a retirement formula of 2% at 62. Applicants who meet the CalPERS requirements for a "classic member" will receive a retirement formula of 2% at 55.
• All employees of the District participate in the Medicare portion of Social Security.
• Full-time employees receive generous vacation, holiday, and sick leave allowances.

RIGHT TO WORK VERIFICATION
Documentation verifying candidate's legal right to work in the United States will be required and shall be presented upon hire.

ABOUT THE CSDThe Cosumnes Community Services District serves an estimated 205,000 south Sacramento County residents in a 157-square mile area. Its award-winning parks and recreation services – including the operation of more than 100 parks – operate exclusively within the Elk Grove area of the District. The Cosumnes CSD provides fire protection and emergency medical services throughout the District, including the cities of Elk Grove and Galt and unincorporated areas of south Sacramento County.

Our Vision: Be an innovative, inclusive, and intentional, regional leader committed to providing exceptional services that exceed expectations and enhance the quality of life of those we serve.

Our Mission: The Cosumnes CSD is dedicated to enhancing the quality of life of the residents, businesses, visitors, and employees within our diverse community by protecting lives, property, and the environment through superior fire suppression, emergency medical services, fire prevention, and special operations response; and by providing parks and recreation services through well-maintained parks and recreational opportunities for health, wellness, and social interactions.

Our Values:

Safety & Mitigating Risk – We protect District employees, as well as mitigate risk and exposure of the District and public.

Financial Responsibility – We are an accountable, transparent, and stable Agency as we provide quality services through progressive innovations.

High-Quality Workforce – We develop and train a high-quality workforce with emphasis on professionalism, diversity, equity and inclusion, succession planning, competency, and organizational growth.

Service to the Community – We deliver the highest levels of service to the residents, visitors, and businesses within the District.

Diversity, Equity & Access – We ensure diversity, equity, and inclusion in all aspects of District work.

THE PROVISIONS OF THIS ANNOUNCEMENT DO NOT CONSTITUTE A CONTRACT EXPRESSED OR IMPLIED, AND ANY PROVISION CONTAINED IN THIS ANNOUNCEMENT MAY BE MODIFIED OR REVOKED WITHOUT NOTICE.

Cosumnes CSD is an equal opportunity employer. It is our policy to provide equal employment opportunities to qualified individuals without discrimination on the basis of race, color, religious creed, national origin, gender, gender identity or gender expression, sex, sexual orientation, age, disability, medical condition, genetic information, covered veteran/military status, marital status or any other status protected by federal or state law.