Transfer - Office Assistant

SOUTH COAST AQMD AND JOB OVERVIEW

This is a transfer opportunity, open only to current South Coast AQMD employees, and is expected to result in a transfer list from which current and future Office Assistant vacancies may be filled.

Please note that a transfer application, once accepted, is active for six calendar months.

EXAMPLE OF DUTIES

To view the classification specification, click the link here.

• Types letters, reports, charts, tables, case records, vouchers, or similar documents using a typewriter or word-processing equipment from rough drafts, marginal notes, general instructions, or machine transcription; assembles information from various sources and arranges materials in proper format; proofreads finished copy to correct grammar, punctuation, and spelling.
• Performs a variety of office support work in field offices; may be responsible for opening office and preparing for daily business activities; occasionally performs a variety of special clerical assignments and projects at field offices; provides a variety of administrative/clerical support for field office staff.
• Operates data-entry terminals and microcomputers to enter, retrieve, and update data for a variety of computerized recordkeeping systems; selects correct format or program to be typed or keyed; enters data from a variety of standardized source documents; retrieves data after referencing a number of sources and verifies for accuracy and correct format.
• Processes a variety of documents, such as South Coast AQMD applications, forms, notices, complaints, etc., according to established policies and procedures; examines documents for completeness, accuracy, and compliance with division, South Coast AQMD, or other requirements; may contact South Coast AQMD staff or representatives of other agencies to verify or clarify source document data; refers difficult or technical inquiries to other staff; maintains Computer-Aided Retrieval Systems; prepares documents for microfiching and long-term storage; assists South Coast AQMD staff in using Computer-Aided Retrieval Systems and microfiche equipment.
• Files documents in alphabetical, numerical, chronological and subject matter order; prepares, arranges, indexes, cross files and maintains computerized and manual records, logs, rosters and registers; compiles data for general information purposes and individual requests for special reports and projects by extracting and/or tabulating information from a variety of sources predetermined forms or procedures.
• Answers telephone, routes incoming calls, addresses walk-in inquiries, and schedules appointments; directs individuals to appropriate offices and South Coast AQMD staff; provides general information or explains South Coast AQMD rules, policies, and procedures to South Coast AQMD and the public; may assist the public and others in the preparation and filing of various South Coast AQMD applications or forms.
• Compares, processes, or maintains a variety of reports and documents, such as purchase orders, receipt slips, petty cash expenditures, statistical reports, and others to check for arithmetical accuracy and general completeness; may maintain petty cash fund, employee attendance, and payroll-related records.
• Composes memoranda or letters; may answer correspondence requiring the selection of information or data necessary to formulate the reply.
• Maintains general office supplies and reviews requisition forms to ensure receipt of ordered supplies; prepares supply requisition forms based on office needs; receives or refers office equipment repair requests to appropriate South Coast AQMD staff or vendor; may maintain duplicating equipment or supplies.
• Receives, opens, and time stamps mail; sorts and logs correspondence; may deliver and pick up various materials, stuff envelopes, and assemble packages for mailing.
• May receive and dispatch calls, on two-way radio, to South Coast AQMD field personnel to report complaints or breakdowns.
• May provide a variety of basic, administrative support duties for management and supervisory personnel, as required.

MINIMUM AND DESIRABLE QUALIFICATIONS

ELIGIBILITY

• Must currently be in the Office Assistant classification.

OR

• To transfer to a new class title, your current classification must have the exact same pay and you must complete the application demonstrating that you meet the minimum requirements for the new class.

Please note: To transfer, an employee must have passed probation (12-month initial probation or 6-month promotional probation).

MINIMUM QUALIFICATIONS

SKILL: Type 30 net words per minute. Positions with emphasis on production typing may require demonstration of a higher level of typing proficiency.

EITHER I-

EXPERIENCE: One year performing a variety of clerical duties.

OR II-

EDUCATION/TRAINING: Completion of 18 semester or 27 quarter units from an accredited college or university in secretarial sciences, office practices, business education, or a closely related field, or completion of 360 hours of training from a recognized occupational training program in any of the above-listed areas.

KNOWLEDGE OF: Modern office and recordkeeping practices, including alphabetical, numerical, chronological, and subject matter filing procedures; correct spelling, grammar, and punctuation in order to prepare routine correspondence; standard office machines and automated office equipment, including calculators, data-entry terminals, word processing equipment, and microcomputers.

ABILITY TO: Learn and apply policies, regulations, and procedures specific to the area of assignment; read, understand, and follow instructions or procedural guides; sort, classify, compile, and verify data, and make accurate arithmetical computations; operate a variety of automated office equipment; maintain logs, registers, and records, including computerized filing systems; effectively communicate with the public, South Coast AQMD employees, and others to obtain and transmit information; understand and follow verbal and written instructions; establish and maintain effective working relationships with South Coast AQMD personnel and others contacted in the course of work.

OFFICE CLERICAL & MAINTENANCE EMPLOYEE BENEFIT OVERVIEW

BENEFIT

DESCRIPTION

Monthly Benefit Allotment

$2,022.00, to purchase medical, dental, and life insurance, with unused portion paid to you as cash. Insurance coverage becomes effective on the first of the month following completion of 30 days of continuous service. Dependent children may be covered to age 26 on medical, dental and vision plans.

Medical Health Plans

Blue Shield PPO

Blue Shield PPO Savings Plus 2250 (High Deductible Plan)

Blue Shield HMO

Kaiser HMO

Kaiser HSA HMO 1500 (High Deductible Plan)

Dental Plans

Delta Dental PPO (without orthodontic benefits)

Delta Dental PPO (with orthodontic benefits for children only)

DeltaCare (PMI) Dental

Vision Plan

EyeMed – Optional

Life Insurance

$10,000 Term Life Insurance

(Optional additional life insurance, paid by you, at 1X, 2X, or 3X your salary)

Employee Assistance Program (EAP)

Claremont EAP, powered by Uprise Health. EAP benefits are available to all employees and their families at no cost to you. EAP offers confidential advice, support and practical solutions to real-life issues. Services available: confidential therapy, 24-hour crisis help and online peer support groups.

Accidental Death & Dismemberment

Optional

Section 125

Optional Plans (Medical Reimbursement; Dependent Care)

Work Schedule

Four 10-hour days, Tuesday through Friday

Vacation

80 hours per year, increasing to 120 after five years

Holidays

13 paid holidays per year

Sick Leave

100 hours per year

Other Leaves

Bereavement; Jury Duty; Military; Witness

Tuition Reimbursement

Reimbursed up to $5,000 per year

Deferred Compensation (457 Plan)

Optional (Employee may contribute up to the IRS maximum). South Coast AQMD matches, dollar for dollar up to $300 per year for the regular plan.

Retirement

2.5% @ 67 defined benefit plan – Applies to employees hired on or after January 1, 2013 who, at time of hire, were not members of the San Bernardino County Employees' Retirement Association (SBCERA) or another public employee retirement system through which reciprocity may be established.

2.0% @ 55 defined benefit plan – Applies to employees who, prior to January 1, 2013, were active members of SBCERA or another public employee retirement system through which reciprocity may be established.

Employees pay only the Medicare portion of Social Security.

01/01/2026