Executive Assistant IV (At-Will) at County of Riverside in Perris, California

Job Description:

ABOUT THE POSITION

The Riverside County Fire Department seeks an Executive Assistant IV (At-Will) in Perris. This position reports to the Fire Chief and provides high level support to the Fire Department and CAL FIRE executive staff. Incumbents are responsible for conducting special administrative and research studies affecting agency/department operations, acting as coordinator/liaison between agency/department heads and the Board of Supervisors, Chief Executive Officer, various commissions and committees, as well as public and private entities, and will include supervisory responsibility for office support staff. As such, independent decision making is critical for this position. In addition, competitive candidates will possess experience in a lead or supervisory role in an administrative capacity . Experience utilizing the full Microsoft Office Suite is highly desired.

The Executive Assistant IV is the fourth level classification in the Executive Assistant series and reports to an appropriate supervisory or management level position. This class is characterized by the primary responsibility for providing a variety of secretarial and complex clerical duties to a department head of a medium to large department (more than 250 employees), in addition to special assignments as assigned. Incumbents are responsible for conducting special administrative and research studies affecting agency/department operations, acting as coordinator/liaison between agency/department heads and the Board of Supervisors, Chief Executive Officer, various commissions and committees, as well as public and private entities, which may also include supervisory responsibility for office support staff.

This class has been designated At-Will in accordance with the provisions provided under Article 6, Section 601E (8) of the County Management Resolution and serves at the pleasure of the County Executive Officer.

Meet the Team!
The Riverside County Fire Department is one of California's largest integrated, cooperative, regional fire protection organizations. The Department, a unique partnership between State of California Department of Forestry and Fire Protection (CAL FIRE) and the County of Riverside, serves 19 partner agencies and 1 community service district. The Department has five core values: Leadership, Competence, Integrity, Safety, and Customer Service.

EXAMPLES OF ESSENTIAL DUTIES

• Research, compile, and summarize information, data and statistics for regular and specialized reports.

• Prepare correspondence and reports independently; prepare itineraries and coordinate meetings/participants' schedules; arrange appointments and maintain manager's calendar; make travel arrangements for manager and staff; sort, screen, prioritize, and route incoming mail.

• Screen telephone calls and visitors directing them to the appropriate parties; answer questions and assist staff and the public; obtain information about agency/ departmental policies and procedures.

• Establish, maintain, and direct the preservation of a variety of complex and/or confidential records; maintain and distribute agency/departmental procedures and rules; prepare, recommend, and establish office standards and procedures.

• Prioritize correspondence along with supporting materials for manager's review, reply, and disposition.

• Serve as liaison between manager and subordinates, other managers, other county agencies/departmental staff and other governmental agencies and the public.

• Take and transcribe dictation directly, or from notes or recordings.

• Review outgoing correspondence, reports, and material for accuracy, grammar, and consistency with administrative policy.

• Supervise a clerical unit.

MINIMUM QUALIFICATIONS

OPTION I

Education: Graduation from high school or attainment of a satisfactory score on a G.E.D. test may be required.

Experience: One year with the County of Riverside providing secretarial support to a department head or two years performing secretarial support to a management classification at the level below a department head.

OPTION II

Experience: Three years of clerical experience, two years of which must have been in an administrative support and/or secretarial capacity with responsibilities for screening calls, maintaining an appointment calendar, composing correspondence, and researching, compiling, and preparing reports. (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 related field to the assignment may substitute for up to one year of the general clerical experience.)

ALL OPTIONS

Knowledge of: Organizational operations sufficient to analyze, evaluate, and develop procedures and methods affecting the commitment of agency/departmental resources and administrative and clerical operations of a managerial office; current office methods and practices, including automated equipment, filing systems, business correspondence, receptionist techniques, and report writing; correct English usage, grammar, spelling, vocabulary, and punctuation.

Ability to: Manage departmental records; use office equipment for such functions as the Internet, e-mail, on-line services, and PC software; research, develop, and prepare data for management presentations; organize meeting plans and schedule appointments; provide effective client service and public relations; display strong interpersonal and communication skills, both verbally and in writing.

Other Requirements

Possession of a valid California Driver's License may be required.

SUPPLEMENTAL INFORMATION

Contact

If you have any questions regarding this position, please contact Brittney Mathis at bmathis@rivco.org or 951-955-5358.

________________________________________________________________________________________

APPLICATION INFORMATION

Veteran's Preference
The County has a Veterans Preference Policy applicable to new hires. To qualify, upload a copy of your (or your spouse's) Member-4 Form DD-214 indicating dates of service, and a copy of your spouse's letter of disability (if applicable) with your application. For privacy reasons, it is recommended that you remove your social security information from the document(s). A Human Resources Representative will review the materials and determine if you qualify for veterans' preference.The Veterans Preference Policy, C-3 is available here: https://rivcocob.org/board-policies

Reasonable Accommodations
The County of Riverside is committed to providing reasonable accommodation to applicants as required by the Americans with Disabilities Act (ADA) and Fair Employment and Housing Act (FEHA). Qualified individuals with disabilities who need a reasonable accommodation during the application or selection process should contact the recruiter for the position noted above. For additional information and/or to obtain the appropriate form for requesting a reasonable accommodation, please visit the Disability Access Office web page located at: https://rc-hr.com/disability

Proof of Education
If using education to qualify or when requested by the recruiter, upload a copy of any license(s), official/unofficial transcript(s), degrees, and/or related employment documents to your NeoGov account at the time of application and before the closing date. Official or unofficial transcripts will be accepted.

If your education was completed outside of the United States, you will need to provide a copy of your Foreign Education Equivalency evaluation from a member of the National Association of Credential Evaluation Services ( NACES ) or Association of International Credential Evaluators, Inc. ( AICE ).

Equal Opportunity Employer
The County of Riverside is an Equal Opportunity Employer. It is the policy of the County of Riverside to provide equal employment opportunities for all qualified persons. All applicants will be considered without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender, gender identity, gender expression, marital status, ancestry, medical condition (cancer and genetic characteristics), genetic information, or denial of medical and family care leave, or any other non-job-related factors.

Pre-Employment
All employment offers are contingent upon successful completion of pre-employment requirements including a criminal background investigation, which involves fingerprinting. (A felony or misdemeanor conviction may disqualify the applicant from County employment). A pre-employment physical examination and background check may be required.

Probationary Period
As an Approved Local Merit System, all County of Riverside employees, except those serving "At Will," are subject to the probationary period provisions as specified in the applicable Memorandum of Understanding, County Resolution, or Salary Ordinance. Temporary and Per Diem employees serve at the pleasure of the agency/department head.

General Information
Current County of Riverside and/or current employees of the hiring department may receive priority consideration. Qualified candidates may be considered for future County vacancies.

Job postings may close without notice based on application volume. Submit your complete application by the recruitment close date; no late applications are accepted. Ensure all relevant experience/education is reflected on your application/resume, as a failure to demonstrate position requirements may disqualify applicants. A description of job duties directly copied from the job classification or job posting will not be considered.

Please read and follow any special application instructions on this posting. Click the 'Apply' link located on this page to submit your application. For additional instructions on the application process, examinations, Veteran's preference, pre-employment accommodation or other employment questions, please refer to our web site, www.rc-hr.com .

If you are experiencing technical problems, you may contact the governmentjobs.com applicant support desk Monday through Friday, 6 am to 5 pm Pacific Time at support@governmentjobs.com or toll-free 1-855-524-5627.

MEDICAL/DENTAL INSURANCE: A Flexible Benefit Credit is provided on a monthly basis as governed by the Management Resolution or applicable bargaining unit. Vision coverage is provided through Vision Service Plan (VSP) at no cost to employee or eligible dependents.

Note: Employees on assignment through the Temporary Assignment Program (TAP) receive different benefits. See the list here .
MISCELLANEOUS RETIREMENT: County of Riverside has three retirement Tiers through the California Public Employees' Retirement System (CalPERS).

• 
  Tier I (Classic Member - Formula 3% @ 60): Applicable to current and former County of Riverside local miscellaneous employees hired prior to 08/24/2012 and did not withdraw CalPERS contributions. The employee contribution is eight (8%) percent.


• 
  Tier II (Classic Member - Formula 2% @ 60): Applicable to local miscellaneous employees 1) hired after 08/23/2012 through 12/31/2012; 2) Previously employed with another CalPERS contracting public agency or a reciprocal retirement system, with a break in service of less than six months between the separation date with the previous employer and the appointment date with the County of Riverside. The employee contribution is seven (7%) percent.


• 
  Tier III (PEPRA New Member - Formula 2% @ 62): Applicable to CalPERS local miscellaneous new members hired on or after the implementation of the Public Employees' Pension Reform Act of 2013 (PEPRA) which took effect January 1, 2013. Effective July 1, 2023 employee contributions are 7.25% and will increase to 7.75% effective July 1, 2024.
  

A new member is defined as any of the following:

A new hire who enters CalPERS membership for the first time on or after January 1, 2013, and who has no prior membership in any California Public Retirement System.

A new hire who enters CalPERS membership for the first time on or after January 1, 2013, and who was a member with another California Public Retirement System prior to that date, but who is not subject to reciprocity upon joining CalPERS.

A member who first established CalPERS membership prior to January 1, 2013, and who is rehired by a different CalPERS agency after a break in service of greater than six (6) months.

CalPERS refers to all members that do not fit within the definition of a new member as "classic members".

Contribution rates are subject to change based on the County of Riverside annual actuarial valuation.

Note:

This summary is for general information purposes only. Additional questions regarding retirement formulas can be sent to retirement@rivco.org or by calling the Benefits Information Line at (951) 955-4981,
Option 2.

If you have prior service credit with another CalPERS agency or within agencies, please contact CalPERS at (888) 225-7377 to determine which retirement tier would be applicable to you. CalPERS is governed by the Public Employees' Retirement Law. The Retirement Law is complex and subject to change. If there's any conflict between this summary and the law, the law will prevail over this summary.
DEFERRED COMPENSATION: Voluntary employee contribution with a choice between two 457 deferred compensation plan options.

401(a) MONEY PURCHASE PLAN: County contribution of $50 per pay period towards choice between two 401(a) plan providers.

ANNUAL LEAVE (Bi-Weekly Accrual):
0 < 36 months = 8.92 Hours
36 to <108>108 or more months = 12.00 Hours

Maximum Annual Leave accumulation is 1,800 hours. Employee may receive pay in lieu of up to 80 hours per calendar year. Agency/Department Head may approve an additional 80 hours.

HOLIDAYS: Normally 12 paid holidays per year.

BEREAVEMENT LEAVE: 5 days (3 days are County paid; 2 days can be taken through use of accrued leave balances).

BASIC LIFE INSURANCE: $50,000 of term life coverage. Premiums are paid by the County. Additional Supplemental Life plan is available for employee purchase.

LONG-TERM DISABILITY (LTD): Benefit pays 66.67% of earnings to a maximum of $10,000 per month; 30-day waiting period; pays to age 65. Benefit can be coordinated with other available leave balances to provide up to 100% of pay.

POST RETIREMENT MEDICAL CONTRIBUTION: A monthly contribution is made by the County towards retiree health insurance offered through the County as governed by the Management Resolution or applicable bargaining unit.

OTHER: There may be other benefit provisions as specified in the applicable Memorandum of Understanding, Management Resolution, or Salary Ordinance. Please contact the recruiter listed on the job posting directly for more information.

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