Temporary Executive Assistant I/II

The Bay Area Air District is a regional government agency, committed to achieving clean air to protect the public's health and the environment. The District accomplishes this goal through regulation of industrial facilities and various outreach and incentive programs designed to encourage clean air choices.

The District's jurisdiction encompasses all of seven counties - Alameda, Contra Costa, Marin, San Francisco, San Mateo, Santa Clara and Napa, and portions of two others - southwestern Solano and southern Sonoma.

The Air District is recruiting for the position of Temporary Executive Assistant I/II in the Executive Office. There are two (2) vacancies. Please note that this is a temporary position expected to be 6-9 months in duration.

About the Position

The Executive Assistant in the Executive Office will be reporting to the Executive Operations Manager. This position will support the Office by performing administrative work to facilitate Board and Committee meeting agenda packets, attend in- person meetings, and provide administrative support to the Executive Office.

DEFINITION

Under direction, provides varied, complex and often confidential secretarial and office administrative assistance to the Executive Officer/Air Pollution Control Officer or Deputy Air Pollution Control Officer; requires use of discretion, initiative and independent judgment; performs related work as assigned.

DISTINGUISHING CHARACTERISTICS

Executive Assistant I is the entry level class in this series. It is designed to allow an experienced secretary to learn the procedures and processes particular to the Air District’s Executive Office and this confidential secretarial class. This class is alternately staffed with the Executive Assistant II level and incumbents may progress to the higher level after gaining experience and demonstrating proficiency sufficient to meet the qualifications of the higher level.

Executive Assistant II is the journey level class in this series, fully competent to independently perform the full scope and diversity of responsibilities. Responsibilities include regular contact with governmental officials, the Air District Board of Directors, Hearing Board and Advisory Council, representatives of business or community organizations, the public, and all levels of Air District personnel to exchange information and explain administrative policies and procedures.

Receives and screens visitors and telephone calls, providing information and resolving complaints which regularly require the use of judgment and the interpretation and application of policies and procedures.

Researches, compiles and summarizes a variety of informational or statistical data and materials.

Transcribes minutes and types draft reports and a wide variety of finished documents from notes, brief instructions, or printed materials; inputs or retrieves data and prepares reports using a personal computer system; compiles and processes confidential materials.

Initiates correspondence independently for signature by appropriate management staff; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.

Organizes and maintains various administrative, reference, and follow-up files; purges files as requested.

Organizes meetings by notifying participants, making room arrangements, preparing agendas and required informational materials; may attend such meetings, hearings, etc., and prepare minutes.

Relieves executive staff of certain administrative matters by following up on projects, transmitting information, and keeping informed of pertinent activities.

Makes appointments and maintains a calendar; schedules and arranges for meetings and makes travel arrangements; sorts mail and obtains related backup materials.

Creates Power Point presentations and related materials for management presentations.

Coordinates and assembles information from the Air District’s management and executive staff, the public and other stakeholders for Board of Director’s meetings; prepares and distributes the materials.

Tracks Board of Directors’ expenses and processes related payments. Proofreads and uploads materials to the Air District’s website.

Organizes own work; sets priorities and meets critical deadlines; ensures that such deadlines are met by other staff.

May supervise, train, review and evaluate work of office support staff.

Education and Experience:

A typical way to obtain the knowledge and skills is:

Executive Assistant I: One year of secretarial experience which has included providing office and administrative support to public sector management or corporate management, equivalent to the Air District class of Administrative Assistant.

Executive Assistant II: Three years of secretarial experience which has included providing office and administrative support to public sector management or corporate management, equivalent to the Air District class of Administrative Assistant.

Substitution: Completion of the equivalent of 18 semester units from an accredited college or recognized business school in relevant subjects such as technical secretarial skills, business English, or office administration may substitute for up to 6 months of the required experience.

How To Apply:

Interested individuals must submit a completed BAAD application, chronological resume, and responses to the supplemental questionnaire by 5:00 p.m. on Wednesday, February 5, 2025. Applications are accepted online. Please visit our website at www.baaqmd.gov/jobs to apply or to download an application. Resumes must be included, and not in lieu of the required application materials. Postmarks, faxes, and E-mailed applications will not be accepted.

Except as requested in this announcement, do not include any additional documents, such as letters of recommendation, performance evaluations, work samples, etc. They will not be considered or returned. Applicants submitting paper applications must also complete an official BAAD application. Postmarks, faxes, and e-mails will not be accepted.

Supplemental Questionnaire Instructions:

Individuals who apply for this position must respond to each of the supplemental questions. Both paper and online applications must be received by the Human Resources Office no later than the time and date specified in the vacancy announcement. The responses to the supplemental application questions will be used in accordance with the procedures indicated under the Selection Criteria in the vacancy announcement.

Instructions:

Please limit your responses to no more than one page (Do not combine your responses, or reference your application, resume, or any other requested documentation that you have included with your application packet to answer a question. Please be advised that the information you provide will be evaluated "as is" and incomplete or illegible applications will likely receive lower ratings. Therefore, it is very important to provide a concise, organized, and easy to follow response to each question.

You must provide the following for each question regarding experience: The name of the employer where you gained your experience, your job title, length of time in years/months performing the specific function, and detailed examples that illustrate your duties and responsibilities.

Selection Criteria:

Selection may be based upon a competitive examination consisting of a written exercise, interview, or combination of the two. Depending on the number of qualified applicants, an application screening and/or panel interview may be used to determine the most qualified applicants.

The Air District may hire from this recruitment process to fill future vacancies occurring within the next 18 months.

Updates regarding your status in the recruitment will be sent via email, unless you indicate a different preference on your application.

Persons with disabilities who may require reasonable accommodations during the application and/or selection process should notify the Human Resources Office at (415) 749-4980.

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• Bay Area Air District