Executive Assistant

The Position

• Working with a purpose for a better world today and for future generations through the preservation of open space, public access to the outdoors, and a commitment to the conservation of the natural world found east of the San Francisco Bay across 33 cities in Alameda and Contra Costa counties
• A community of colleagues who are passionate about public service and the East Bay Regional Park District, the communities it serves, and its mission
• Excellent benefits: Medical, Dental, Vision, Flexible Spending, and pension benefits through California Public Employees Retirement System (CalPERS).
• Tuition reimbursement and professional development
• Free on-site parking
• Free parking permit for EBRPD parks (for up to 2 privately owned vehicles)
• Employee discounts for certain EBRPD park amenities (reservations, daily fishing permit, public boat launch).

• Thrives in supporting three EBRPD leaders, with distinct schedules and needs, within the General Manager’s Office
• Adapts to shifting priorities and varied schedules
• Takes initiative to move assignments forward independently with minimal direction
• Juggles multiple priorities with ease while meeting deadlines and tracking details
• Embraces new and varied challenges each day
• Is able to communicate and work with an elected Board of Directors (requires regular, consistent contact)
• Is available to work 8:30 – 5:00, Monday-Friday

Essential Functions

• Performs complex and confidential clerical and administrative support requiring specialized knowledge and the ability to interpret broadly defined policies and procedures

• As assigned, relieves an executive or confidential manager of routine administrative duties

• Receives and screens visitors and telephone calls
• Provides information which requires the use of judgment and the interpretation of Park District and department policies and procedures
• Informs executive or confidential manager of administrative decisions reached, policies established and associated facts
• Sets priorities and meets critical deadlines
• Independently organizes and coordinates work
• Provides follow-up and researches information on inquiries and problems which require knowledge of the Park District’s services and programs
• Resolves problems and responds to special assignments which require interdepartmental or staff communications
• Composes routine correspondence not requiring the personal attention of the executive or confidential manager; types drafts and a wide variety of finished documents from recording devices, notes, brief written or oral instructions
• Makes appointments and maintains a calendar; maintains tickler file; schedules and arranges meetings and makes travel arrangements
• Organizes meetings by notifying participants, making room arrangements, and preparing required informational materials; compiles and maintains complex and extensive records
• Prepares reports
• Researches, compiles and summarizes a variety of informational materials and completes data entry
• Assists with tracking and processing public records requests
• Reads and distributes mail
• Reviews finished materials for thoroughness, accuracy, format, compliance with policies and procedures, and appropriate English usage
• Organizes and maintains various administrative, reference and follow-up files
• Collects information and prepares replies to requests from other agencies for information regarding policies and practices
• May provide lead direction to clerical staff or interns

Minimum Qualifications

MINIMUM QUALIFICATIONS:
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education: Equivalent to the completion of the twelfth (12) grade,
AND
Experience: Four (4) years of increasingly responsible experience providing administrative and clerical support to an executive management level position or elected official.
Substitutions: Associates degree or equivalent in business or public administration or a closely related field may be substituted for two (2) years of the required experience.
OR
Two (2) years of progressively responsible experience in a position comparable to the East Bay Regional Park District classification of Senior Administrative Specialist may be substituted for the required experience.

Additional Information

KNOWLEDGE, SKILLS AND ABILITIES:
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 assigned duties.

Knowledge of: support skills and procedures involved in the office of an executive or confidential manager; the Brown Act as it relates to public information, public noticing requirements, and records retention of public documents; customer relations techniques; standard methods of filing; office procedures and equipment including computers and software applications, word processing and formatting, spreadsheets, and databases; administrative practices including business writing; proper English usage including spelling, grammar, punctuation, and vocabulary.

Ability to: work independently, multi-task, and apply critical thinking; organize work, set priorities, meet critical deadlines, and follow-up assignments with minimal direction, as well as use initiative and independent judgement within established guidelines; analyze, interpret, apply, and improve administrative procedures; type 50 net words per minute and take detailed notes in meetings or from recordings; prepare detailed minutes of departmental or official meetings; file and retrieve corporate records, documents, and reports; recommend and implement improvements in processes and office practices; compose routine correspondence, Board material, and other documents; make accurate arithmetic calculations; maintain official records; maintain confidentiality of work; communicate clearly and concisely, both orally and in writing; establish and maintain positive and effective working relationships with those contacted in the course of work at all levels, including a culturally diverse general public, with a focus on quality service to internal staff and external customers and park users.

CONDITIONS OF EMPLOYMENT:

• This position has access to and is responsible for confidential information related to personnel management and management’s formulation of policy. A breach of this confidentiality is grounds for discharge. This position serves at the will of the General Manager.
• Must pass Level 1 Background Check

• A current East Bay Regional Park District application submitted online, and
• Completed supplemental questions

Apply prior to the closing time of the job announcement and allow at least one (1) hour to submit your application if you are a new user to the system. If you have previously applied on GovernmentJobs.com, please take care to update your existing profile. Applications are accepted online only. Our online application system is provided by NeoGov. If you encounter problems while applying online, please contact NeoGov Help Desk toll-free at (855) 524-5627.

Notification: All applicants will be notified of the disposition of their application via email, generally within two to three weeks after the closing date. You may also sign into your GovernmentJobs.com account to view your current application status and notifications.

Selection Process: The application materials for all applicants meeting the minimum qualifications will be reviewed by a screening panel to select the best qualified for testing or interview. The District reserves the right to set up a written test, performance test, and/or other assessment procedures before or after the interview process. Possession of minimum qualifications does not guarantee an interview or invitation to test. Pursuant to the Federal Immigration and Reform Act of 1986, all applicants who are hired will be required to provide proof of identity and appropriate work authorization documents prior to commencement of employment.

Special Testing Arrangements: If you require special arrangements due to a verified disability or medical condition, please contact the Human Resources Department at (510) 544-2154.

Equal Opportunity Employer:
The East Bay Regional Park District is an Equal Opportunity Employer that values and respects a diverse workforce and community. It is committed to promoting an equitable and inclusive workspace that is welcoming to all. Applicants from all backgrounds and life experiences are encouraged to apply. All qualified applicants will receive consideration for employment.

For information regarding the District's applicable benefits package, please visit http://www.ebparks.org/about/jobs/resources/default.htm.

For temporary and/or on-call assignments, there are no benefits offered.