The East Bay Regional Park District is a system of beautiful parklands and trails in Alameda and Contra Costa counties to the east of San Francisco. Established in 1934, the Park District is the oldest and largest regional park system in the United States, managing over 125,000 acres of parkland within 73 regional parks, and encompassing over 1,300 miles of trails for hiking, biking, horseback riding, and nature learning.
Vacancy Situation: The Park District currently has one vacancy. The position works out of the Administrative Headquarters in Oakland, CA (2950 Peralta Oaks Court). The hiring pools established as a result of this recruitment will be used to fill the current vacancies and any additional vacancies that may occur during the one-year life of the hiring pools.
What You’ll Be Doing: This is an advanced journey level position, and the incumbent selected for the position will be fully capable of independently performing a wide variety of complex and highly responsible clerical tasks and/or highly technical and related non-routine duties of an administrative nature requiring wide latitude for independent action. Maintain the Chief of Maintenance and Skilled Trades, department managers, and Administrative Analysts Outlook calendars; communicate assignments, disseminate information, and provide necessary direction and support to the department managers and Administrative Analysts; process and conduct training for Maintenance Agreements, coordinate and schedule meetings internal/external, maintain department Directory and Organizational charts, backup support to department clerical staff, shared administrative duties for confirming/booking requests for conference rooms, and create/generate reports as needed.
Class Characteristics: Senior Administrative Specialist is the advanced journey level class of the office/clerical series, fully capable of independently performing a wide variety of receptionist duties, word processing tasks, maintaining calendar(s), filing, record keeping, and coordination of schedules and meetings. This class also performs work involving a variety of complex and highly responsible clerical tasks or highly technical and related non-routine duties of an administrative nature requiring a wide latitude for independent action. This class may provide lead direction to assigned support staff, which is distinguished from other offices/clerical classifications.
We’re Looking for Individuals Who:
- A positive-upbeat attitude
- Ability to multi-task in a fast-paced environment
- Strong team player
- Efficient problem solver
- Highly organized
- A keen sense of time management and attention to detail
- Strong written and oral communication skills
- Manage high workflow effectively and consistently
- Ability to work standard business hours
A Few Reasons Why You May Love This Job:
- You’ll be performing meaningful and valued work connected to our organizational mission;
- You’ll be faced with exciting challenges requiring you to use logic and technical knowledge;
- We offer great benefits including medical, dental, tuition reimbursement, free parking, and a retirement pension through California Public Employees Retirement System (CalPERS);
- Respect: We honor each other, the park users we serve, and the land we steward.
- 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 unfettered access to timely and reliable information on decisions and performance.
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
- Performs a variety of clerical and administrative tasks requiring specialized knowledge of the assigned department’s functions and programs; routes, logs and routes human resources forms;
- Maintains front end of various databases, including user support;
- Assists with the preparation of contract documents and coordinates department work products;
- Processes payments;
- Tracks, reconciles and deposits checks and cash;
- Extracts and compiles data for reports;
- Composes and types correspondence, reports, manuals and policies;
- Creates, edits and updates documents, forms, charts, tables, legal forms and various other items; reviews documents for completeness and accuracy;
- Maintains calendars: schedules and coordinates meetings, trainings and appointments; assesses and sets daily work priorities;
- Explains or clarifies policies, procedures, rules, regulations and contracts;
- Initiates follow-up procedures to ensure projects and other tasks are completed and/or deadlines met, including coordinating activities with others;
- Develops systems for tracking information, projects and pending issues;
- Screens incoming correspondence, including assisting with or referring to appropriate staff and following up on replies;
- Screens outgoing correspondence prepared by others;
- Takes meeting minutes and presents information in a clear and concise manner;
- Performs cross departmental collaboration;
- Processes incoming invoices and submits for payment;
- Provides guidance and training to other department staff on office practices, District procedures, and other subject matter;
- Serves as a resource to management team and internal staff in resolving issues or administrative processing;
- Computes, verifies and reconciles figures on printouts, purchase orders, invoices, time reports and various other documents and forms; processes and reviews timecards;
- Verifies contract provisions are met and appropriate approvals are received; coordinates events and services with outside contacts, vendors and resources;
- Assists in the implementation of departmental goals and objectives.
OTHER FUNCTIONS & DUTIES:
- Designs and creates new forms, certificates, and flyers;
- Maintains adequate office supplies, equipment and forms, including preparing purchase requisitions;
- Arranges for repair of equipment; schedules back-up office support as required;
- Makes travel arrangements when necessary;
- May train or cross-train other support staff in various functions;
- May assist with CEQA processes; supports special projects;
- Performs related duties as assigned.
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 grade, AND
Experience: Four years of recent responsible clerical or general office experience,
Three years of experience in the East Bay Regional Park District classification of Office Assistant or one year of experience in the classification of Administrative Specialist,
Substitution: College education in a related field may be substituted for up to one year of the experience requirement on the basis of 60 semesters or 90 quarter units of college credit equals one year of experience.
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.
- Advanced practices and procedures of modern office support with particular reference to the work involved in the office of a management level public official;
- Principles and practices of administrative and clerical functions including office and database maintenance;
- Customer relations techniques;
- Standard methods of filing; clear writing, grammar, punctuation, spelling and vocabulary; basic budgetary and recordkeeping techniques; basic research methods and techniques;
- Coordinating meetings and events;
- Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
- Type 50 net words per minute;
- Learn the District’s computerized systems;
- Perform math and bookkeeping and make accurate calculations;
- Attend to detail, be thorough and follow through; interpret and apply detailed rules and regulations;
- Understand and carry out oral and written directions with minimum explanation;
- Analyze situations accurately and take effective action;
- Take initiative and use sound, independent judgment within established guidelines; prioritize and coordinate work activities;
- Work well and effectively under pressure with numerous interruptions;
- Perform continuous data entry; take meeting minutes; compose routine correspondence, materials and other documents;
- Perform independent research of a variety of technical issues;
- Read and apply rules, policies, regulations and procedures;
- Maintain flexibility for changing conditions and circumstances with minimal notice;
- Operate office equipment including computers and supporting word processing, spreadsheet, and database applications;
- Communicate clearly and concisely, both orally and in writing;
- Establish and maintain 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.
Conditions of employment:
- Depending on the assignment, must pass a Level 1 Background Check.
- License or Certificate: Depending on work location and assignment, possession of a valid California Driver’s License may be a condition of initial and continued employment in this classification.
- May be required to work unusual hours, nights, weekends, holidays.
- Depending on the work location and assignment, may be required to wear a uniform.
Application materials for this position consist of two (2) required parts:
- A current East Bay Regional Park District application submitted online; and
- Completion of the supplemental questions.
- Certificate verifying typing proficiency (see below for details).
- Typing Certificate: This position requires that you type a minimum of 50 net words per minute. You must provide a current typing certificate on or prior to the written test, demonstrating you passed a five (5) minute typing test. The certificate must be dated within the last 12 months from the closing date of the job announcement and be from an accredited business school or college, adult education center, skills/business center, or a public agency in which all of the following items are displayed on the typing certificate: your name; date and duration of the test; gross words typed per minute; the number of errors; name and signature of the examiner administering the test; and name, address, and telephone number of the testing agency. Online typing tests or certificates will not be accepted. Note: The attachment must be included with your application in order for your application to be complete, therefore applications missing the required typing certificate will not be considered.
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 the NeoGov Help Desk toll-free at (855) 524-5627.
Union Affiliation: East Bay Regional Parks Employees, Local 2428, American Federation of State, County & Municipal Employees (AFSCME), AFL-CIO, represents this classification. Wages, hours, and other terms of conditions of employment are covered in an Agreement between the Park District and Local 2428. The probationary period for this classification is nine (9) months.
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.
Tentative Date of Examinations:
Oral Panel Interview: Week of July 19th
Equal Opportunity Employer:
The East Bay Regional Park District, as an Equal Opportunity Employer, encourages applicants from diverse backgrounds to apply.