Executive Assistant - Oakland, United States - East Bay Regional Park District

Description

The Position

The East Bay Regional Park District is a system of beautiful parklands in Alameda and Contra Costa counties to the east of San Francisco.

The system comprises 73 parks spanning across 126,809 acres; 1,250 miles of trails; 55 miles of shoreline. We manage and preserve natural and cultural resources for all to enjoy and protect. The regional parks are ideal for healthful recreation and environmental education. Learn about our Mission and Vision, History, and our contributions to the United Nations 17 Sustainable Development Goals.


OUR MISSION:

EBRPD preserves a rich heritage of natural and cultural resources and provides open space, parks, trails, safe and healthful recreation and environmental education.

An environmental ethic guides the District in all of its activities.


OUR VALUES:

• Respect - We honor the land we steward, each other, and the park visitors we serve.
• Resilience - We creatively adapt to change. We address challenges with empathy, perspective, and determination.
• Relationships - Our greatest strength lies in the trust, accountability, and teamwork we cultivate with our colleagues, partners, and the public we serve.
• Responsiveness - We communicate openly, honestly, and reliably.
• Transparency - We hold the public's trust through meaningful stakeholder engagement and access to timely and reliable information on decisions and performance.

WHY WORK FOR EBRPD?

• 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). Click herefordetails regarding additional benefits.
• 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).

THE OPPORTUNITY:

The Park District seeks an experienced Executive Assistant in the Public Affairs Division at the Park District's Administrative Office, 2950 Peralta Oaks Ct., Oakland.

This position requires in-person presence and is not subject to regular telework schedules.

The hiring pools established as a result of this recruitment will be used to fill the current vacancy and additional vacancies that may occur during the one-year life of the hiring pools.

WHAT YOU'LL BE DOING:
This position reports directly to the Assistant General Manager, Public Affairs.

Under direction, provides a broad range of assistance to relieve an executive or confidential manager of routine administrative and office management tasks.

Performs a variety of complex and often confidential administrative and executive secretarial duties, including coordination of office support functions; and performs related duties as assigned.

CLASS CHARACTERISTICS:

Executive Assistant is distinguished from the clerical series in that the nature, diversity and scope of responsibilities originating from this level requires the frequent use of discretion, initiative, independent judgment and may require frequent contact with the public, government agency officials, representatives of community and business organizations, and all levels of Park District staff; it is further distinguished from the higher level Senior Executive Assistant in that the latter has overall responsibility for the administration of a Division head office and supervises subordinate clerical and/or technical staff.

The Executive Assistant class may have lead responsibility for clerical staff or interns.


SUPERVISES:
May provide lead direction to support staff.

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. If assigned to Public Safety, must pass Level 3 Background Check.

• Depending on assignment, this position is designated as a Mandated Reporter under the Child Abuse and Neglect Reporting Act (CANRA). Mandated reporters are individuals who are obligated by law to report suspected cases of child abuse and neglect. As such, you will be required to sign an acknowledgment of having received the District's policy and your responsibilities.

Application materials for these positions consist of two (2) required parts:

• 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 , 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

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 account to view your current application status and notifications.

Confidential Designation:

This position is not affiliated with a union and is considered part of unrepresented Confidential employees at the Park District.

The probationary period for this position is six (6) months. This position is designated as "at-will" and serves at the pleasure of the General Manager.

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


Tentative Date of Onsite Examinations:
End of May/June 2024


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.