Executive Assistant - TLMA Admin

Executive Assistant I

The County of Riverside Transportation & Land Management Agency (TLMA) is seeking an Executive Assistant I to support the TLMA Administration Department in Riverside, CA. The Executive Assistant I will provide administrative support to the TLMA Administrative Services Manager and other administrative staff within the department. This position plays a key role in supporting daily administrative operations, providing front desk and receptionist coverage, and serving as a backup to other administrative staff as needed.

Primary responsibilities include answering and screening incoming calls, managing incoming and outgoing mail, maintaining the manager's Microsoft Outlook calendar, scheduling meetings, and serving as a liaison between management and department staff. The incumbent will exercise professionalism, discretion, and excellent customer service while handling a variety of administrative responsibilities. Additional duties include updating and maintaining administrative policies, procedures, standards, and methods;

creating and processing work orders; and performing other related administrative assignments as needed to support departmental operations.

In addition to meeting the minimum qualifications, the most competitive candidates will possess:

• Experience providing administrative support to a department manager or higher.
• Experience supporting administrative operations within a government agency.
• Excellent verbal and written communication skills.
• The ability to adapt to changing priorities and serve as a positive change agent.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
• Experience using Adobe Acrobat.
• Familiarity with Microsoft Visio.
• Familiarity with SharePoint.
• Familiarity with Service Now.
• Familiarity with People Soft Financials.

Examples of essential duties include:

• Taking and preparing minutes of meetings.
• Typing correspondence, memoranda, reports, documents, orders, payrolls, briefs and statistical data such as charts, tables, and graphs.
• Setting up and maintaining office files, record and index using computer applications that include use of electronic mail, word processing, spreadsheet and special databases.
• Maintaining control files to monitor status and expedites the completion of staff assignments.
• Scheduling appointments, coordinating time, place, and participant arrangements for meetings.
• Sorting, screening, and routing incoming mail.
• Providing general information to office and telephone callers and/or refer them to appropriate party.
• Compiling and summarizing information, data, and figures for reports.
• May lead subordinate staff in routine clerical assignments.
• May serve as secretary to an assigned Commission; arrange meetings and schedule appointments; answer correspondence independently; prepare weekly meeting agenda; assemble data, reports, and material prepared by Department staff for Commissioners and Commission meetings as required.

Minimum qualifications include:

• Education:
  
  Graduation from high school or attainment of a satisfactory score on a G.E.D. test may be required.
• Experience:
  
  Three years of broad and varied clerical experience. (Completion of 18 semester or 27 quarter units from an accredited college or university or 360 hours of training from an accredited occupational training program in secretarial sciences, office practices, business education, or a closely related field to the assignment may substitute for one year of nonspecialized clerical experience.)
• Knowledge of: A wide variety of typing layouts and formats;
  Business English, including spelling, punctuation, grammar, capitalization, and word usage;
  Indexing and filing rules and systems; the operation and uses of office equipment including personal computers, calculators and copiers; modern office and record keeping procedures and practices; basic arithmetic;
  County customer service objectives and strategies; telephone, office, and online etiquette; current technology and trends in the profession.
• Ability to:
  Operate standard and modern office equipment; proofread and review work for accuracy and completeness; input and retrieve data from computerized record keeping systems; prioritize and route telephone calls and mail; monitor staff assignment deadlines; establish effective working relationships with management, employees, and employee representatives.
• Other Requirements License/Certificate:
  Possession of a valid California Driver's License may be required.