Executive Assistant I - Behavioral Health - SAPT Administration - County of Riverside
Hemet, CA 92543
About the Job
This position is located in Hemet, CA
The County of Riverside, Riverside University Health System (RUHS) - Behavioral Health is seeking an Executive Assistant I to support the Substance Abuse Prevention and Treatment Administration department, located in Hemet.
The incumbent in this position will provide Executive assistance to ensure the department's needs are being met. This includes but is not limited to: proper handling of confidential and sensitive information, managing calendars, taking meeting minutes efficiently and accurately, compiling reports, writing professional letters, reviewing, and approving documents, as well as editing and reviewing PeopleSoft timecards.
The most competitive candidates will possess Healthcare experience and organization knowledge, along with secretarial experience including the following:
Meeting Management:
- Take and prepare accurate minutes of meetings, ensuring a comprehensive record of discussions, decisions, and action items.
- Prepare meeting agendas, assembling necessary data and reports in collaboration with relevant stakeholders.
Document Preparation:
- Type various documents, including correspondence, memoranda, reports, and orders, ensuring accuracy and adherence to established formats.
- Handle the preparation of complex documents, such as briefs and statistical data, incorporating charts, tables, and graphs.
Office Management:
- Set up and maintain office files, utilizing computer applications for record-keeping.
- Utilize electronic mail, word processing, spreadsheet tools, and special databases for efficient data management and documentation.
Administrative Support:
- Schedule appointments and coordinate logistical details, including time, place, and participant arrangements for meetings.
- Compile and summarize information, data, and figures for reports, facilitating decision-making processes.
Clerical Support:
- Provide support to staff in routine clerical assignments, ensuring the efficient operation of the office.
- Answer correspondence independently, handling inquiries and communications with professionalism and accuracy.
Travel Coordination:
- Compile travel requests and coordinate lodging arrangements, ensuring seamless travel experiences for department personnel.
- Review and submit meal/mileage reimbursements in accordance with established policies.
PeopleSoft Timecard Management:
- Edit and review PeopleSoft timecards, ensuring accuracy in timekeeping and adherence to established procedures.
Positions in this class are characterized by the primary responsibility to perform a variety of secretarial and complex clerical duties including taking and transcribing dictation for a Program Manager or Section Chief and/or functioning as a recording secretary to a board, commission, committee or similar hearing body.
Schedule: 9/80 (Nine days, eighty hours) 7:30am - 5:00pm.
Meet the Team!
The Riverside University Health System is here for you when you or someone you love is in need of help to achieve and maintain a life of whole health wellness and recovery. Can you see yourself here?
EXAMPLES OF ESSENTIAL DUTIES
• Types/keyboards correspondence, reports, memoranda, case records, documents, orders, payrolls, statistical data (e.g., charts, tables, graphs) from rough drafts, marginal notes, or general instructions.
• Schedules appointments and relieves supervisor of administrative detail, such as, checking time and attendance reports and approving purchase requisitions; assists in carrying out administrative policies and procedures.
• Takes and transcribes dictation from voice recording, shorthand, speedwriting, stenography, or stenoscript; takes and types/keyboards minutes of meetings.
• Assembles information from various sources and arranges it into proper format; proofreads written materials to identify errors in punctuation, spelling, and grammar; sets up and maintains office files, records, and indexes.
• Provides general information to office and telephone callers and/or refers them to the appropriate party; maintains control files to monitor the status and expedite the completion of staff assignments.
• Coordinates time, place, and participant arrangements for meetings.
• Sorts, screens, prioritizes, and routes incoming mail; Maintains office supply inventories and orders supplies.
• Train or orient new employees; provide a lead or full supervision of a small clerical unit; Provide vacation and temporary relief as required.
MINIMUM QUALIFICATIONS
Education:Graduation from high school or attainment of a satisfactory score on a G.E.D. test may be required.
Experience:Three years of broad and varied clerical experience. (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 closely related field to the assignment may substitute for one year of nonspecialized clerical experience.)
Knowledge of: A wide variety of typing layouts and formats; Business English, including spelling, punctuation, grammar, capitalization, and word usage; Indexing and filing rules and systems; the operation and uses of office equipment including personal computers, calculators and copiers; modern office and record keeping procedures and practices; basic arithmetic; County customer service objectives and strategies; telephone, office, and online etiquette; current technology and trends in the profession.
Ability to: Operate standard and modern office equipment; proofread and review work for accuracy and completeness; input and retrieve data from computerized record keeping systems; prioritize and route telephone calls and mail; monitor staff assignment deadlines; establish effective working relationships with management, employees, and employee representatives.
SUPPLEMENTAL INFORMATION
Other Requirements
License/Certificate: Possession of a valid California Driver's License may be required.
Veterans' Preference
The County has a Veterans Preference Policy. Upload a copy of your (or your spouse's) Member-4 Form DD-214 (or NGB-22) 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. See the policy here ( Download PDF reader ).
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: http://dao.rc-hr.com/ .
What's Next?
This recruitment is open to all applicants.
Applicants who are current County of Riverside employees and/or current employees of the Riverside University Health System may be considered before other applicants depending on the volume of applications received.
Qualified applicants may be considered for future vacancies throughout the County.
Application Period
BASED ON THE NUMBER OF APPLICATIONS RECEIVED, THIS POSTING MAY CLOSE WITHOUT NOTICE.
Applications received prior to the closing date will be considered based on the information submitted. Changes or alterations cannot be accepted. No late applications will be permitted.
Include relevant work experience details on resume and/or application.
Applicants who fail to provide information demonstrating they possess the position requirements may not be considered further in the application process. A description of job duties directly copied from the job classification or job posting will not be considered.
All applicants are required to provide a copy of any license(s), official/unofficial transcript(s), degrees, and/or related employment documents to your NeoGov account, prior to the closing date of the job posting. 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 ).
For specific questions regarding this position, please contact Xochitl Sanchez via email at xsanchez@rivco.org
GENERAL APPLICATION INFORMATION:
Please read and follow any special application instructions on this posting. Click the 'Apply' link located on this page to submit your application. For 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 . A pre-employment physical examination and background check may be required.
MEDICAL/DENTAL/VISION INSURANCE: A choice of different medical, dental and visions plan are available to elect. The County provides a Flexible Benefit Credit contribution as governed by the applicable LIUNA Memorandum of Understanding to contribute towards the cost of these plans.
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. As of July 1, 2020, the employee contribution is 7.25% and subject to change annually.
A new member is defined as any of the following:
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.
VACATION ACCRUAL (Bi-Weekly Accrual):
0< 3 year = 80 Hours (10 Days)
4< 9 years = 120 Hours (15 Days)
10 or more years = 160 Hours (20 Days)
Maximum Vacation leave accumulation is 480 hours.
SICK LEAVE: Four (4) hours Sick Leave accrual per pay period with unlimited accrual.
HOLIDAYS: Normally 12 paid holidays per year
BEREAVEMENT LEAVE: Allowed 5 days (3 days are County paid; 2 additional days can be taken from accrued Sick Leave balance)
BASIC LIFE INSURANCE: Equal to one times annual base salary not to exceed $50,000 of term life coverage. Premiums are paid by the County. Additional Supplemental Life plan is available for employee purchase.
DISABILITY: Short-term Disability benefit pays up to a maximum of $461.54 weekly, payable up to a maximum of 52 weeks.
POST RETIREMENT MEDICAL CONTRIBUTION: A monthly contribution is made by the County towards retiree health insurance offered through the County as governed by the applicable Memorandum of Understanding.
OTHER: There may be other benefit provisions as specified in the applicable Memorandum of Understanding. Please contact the recruiter listed on the job posting directly for more information.