Job Description

EXECUTIVE ASSISTANT

Reports To: Executive Director

FLSA Status: Non-Exempt

Salary: $44,699 – $68,809

TEMP TO HIRE

National City, CA

SUMMARY

Under the supervision of the Executive Director, performs administrative support services for the Executive Director, IHSS/Public Authority Advisory Committee, and the organization as a part of the administrative team. Performs a wide variety of complex or technical clerical work, including managing calendars, sending deadline reminders, routing correspondence, gathering information and reports, and facilitating advisory meetings, including specialized and confidential secretarial work on special projects.

ESSENTIAL DUTIES AND RESPONSABILITIES

The following statements are intended to describe the general nature and level of work being performed by an individual assigned to this job. Other duties may be assigned.

· Acts as primary contact for the Executive Director, including, but not limited to, answering and screening telephone calls, responding to questions and requests on behalf of the Executive Director, and providing appropriate referrals.

· Types forms, reports, letters, memos, legislation, rosters, budget information, statistical data, charts, graphs, tables, presentations and transcribes minutes of meetings with or without instructions.

· Schedules appointments for the executive and arranges conferences and speaking engagements.

· Handles confidential and non-routine information.

· Manages the Executive Director's calendar and schedules appointments and meetings, including room arrangements, equipment setup, and preparation of materials and handouts.

· Performs confidential and personal secretarial services, including making travel arrangements, attending meetings on behalf of the executive, maintaining assignment controls, and relieving the executive of routine administrative details.

· Assists with special projects requiring ongoing coordination and requests from the Executive Director and the IHSS/Public Authority Advisory Committee. Responds to public requests and ensures requests are referred to the appropriate department.

· Participates in the Public Record Act process by receiving requests and documenting responses.

· Coordinates the procurement process of purchase requests and orders supplies.

· Performs duties and responsibilities for the IHSS/Public Authority Advisory Committee, including

o Preparation of agendas, correspondence, letters, memorandums, meeting handouts, and transcriptions of meeting minutes.

o Operating audio-visual equipment during meetings and camera equipment at events

o Maintaining business records associated with the committee.

o Sending member appointment letters to the County Chief Administrative Officer for approval.

o Sending IHSS/Public Authority Advisory Committee documents, including the roster and various reports, to the San Diego County Clerk of the Board as needed.

o Providing the IHSS/Public Authority Advisory Committee meeting agenda and minutes and e- mailing agenda and minutes to non-members upon request.

· Serves as a Mandated reporter, and when necessary, reports abuse to Adult Protective Services and monitors status.

· Other duties as assigned.

SUPERVISORY RESPONSABILITIES

This position has no supervisory responsibilities.

INTERACTIONS

This position continually interacts with all Public Authority staff, vendors, County of San Diego staff, United Domestic Workers, IHSS/Public Authority Committee members, and the public.

EDUCATIONS and EXPERIENCE

Two years of college-level education or an associate's degree and three (3) years of administrative assistant/executive secretary experience performing a range of progressively increasing personal and confidential secretarial duftites Related work experience may be substituted for the education requirement.

KNWOLEDGE, SKILLS, AND ABILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/ or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Ability to exercise tact, objectivity, sensitivity, strategy, and judgment in dealing with a variety of populations in various situations.

· Ability to read, interpret, and apply simple to complex instructions, procedures, emails, and other correspondence.

· Thorough knowledge of business English (including spelling, grammar, punctuation, and vocabulary) and the ability to prepare simple to complex written correspondence and reports

· Thorough knowledge of standard keyboarding and business document layouts and formats.

· Ability to effectively present information in a one-on-one and group situations to PA and county staff.

· Ability to communicate fluently in English is required. Ability to communicate fluently in Spanish or other second language is desirable.

· Knowledge of modern office equipment, including computers and applicable software.

· Knowledge of clerical, office, and record- keeping procedures, including alphabetic, numeric, subject, and chronological indexing and filing rules and systems.

· Ability to pay attention to detail when updating and accurately maintaining records and documents, reviewing, and verifying information, and resolving errors and discrepancies discovered in the course of work.

· Ability to exercise appropriate judgment and confidentiality in answering questions and releasing information.

· Ability to multitask with competing demands, including prioritizing tasks with varying levels of importance and adherence to timelines.

· Ability to adapt and be flexible with job demands.

· Availability to drive a personal vehicle in the performance of Public Authority work to attend meetings or other Public Authority functions.

OTHER REQUIREMENTS

Successful completion of Department of Justice criminal background check and a federal debarment and exclusion list review, possession of a valid Class C California driver’s license, and the ability to provide proof of current automobile insurance. May be required to use personal vehicle.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to sit, talk, hear, stand for extended periods of time, perform fine finger manipulation, reach with hands and arms, and stoop. Specific vision abilities include close vision and the ability to adjust focus and view information on a computer screen for long periods of time. Ability to lift and carry up to 25 pounds with or without assistance. Additional assistance and/or support must be obtained for lifting or carrying more than 25 pounds.

WORK ENVIRONMENT

The work environment characteristics here are representative of those an employee encounters while performing the essential functions of this job. This role involves working in a challenging environment with diverse

individuals. The ideal candidate should be adept at handling difficult interactions professionally, resolving conflicts effectively, and applying a trauma-informed approach to all interactions. Key skills include resilience, empathy, patience, and the ability to build trust-based relationships. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The noise level in the work environment is usually moderate. The hybrid work environment varies between an office setting and remote working from home. Travel using a personal vehicle throughout San Diego County may be required. Work schedule may vary based on business needs.

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