GENERAL DESCRIPTION

Performs highly complex (senior-level) professional administrative support to the agency's Executive Director and Administrative Services Division. Duties include managing the agency's board activities and meetings, records management and master files, project tracking and correspondence, overseeing the front office/reception functions, and providing guidance and direction on administrative policies and procedures to the other administrative assistants. Negotiates contracts for meetings, manages communications with external agencies and officials, and manages committee membership procedures and rosters. Works under limited supervision with a high degree of latitude for the use of initiative and independent judgment. The essential functions of this position must be performed at the physical office; therefore, the position is not eligible for regular telecommuting.

ESSENTIAL FUNCTIONS

• Provides general administrative support for Executive Director including scheduling meetings, purchases, travel arrangements and reporting, preparation and editing of correspondence and documents, and other general office duties.
• Manages general communications between the Executive Director's office and other agencies, local governments, and member organizations and assists with agency records, mastermail, the regional directory and other membership records.
• Manages all General Assembly and Executive Committee meeting activities including agendas and minutes, coordination and correspondence with members, advisory committee membership and appointments.
• Maintains all central and agency master files in accordance with the Records Retention Policy as the Records Retention Liaison including archives, all contracts, agendas and minutes, and membership records.
• Oversees front office coordinator and functions performed including mail, copy and print jobs, deliveries, call handling and customer service, support for finance staff, and other support projects identified. Manages back-up schedule with other administrative assistants and scheduling contract temporary help.
• Oversees the maintenance of a central calendar for all agency meetings and functions and acts as backup for scheduling of functions including use of all meeting space.
• Manages arrangements for major meetings, events, and workshops held off-site including contractual and logistical arrangements; may provide on-site management.
• May assist with project tracking, general correspondence, legislative activity tracking, and other special projects requiring research or coordination.
• Assists HR Coordinator with records management, serves as backup to HR Coordinator when needed, and coordinates the employment of temporary employees when needed.
• Trains division administrative assistants on routine policies and procedures related to meeting management and open meetings compliance, travel documentation, procurement and contracts, and other administrative issues.
• Assists with reporting building and facilities issues related to scheduling, minor repairs, and reporting to property management.
• Other duties as assigned.

GENERAL QUALIFICATIONS

Experience

Minimum four years of experience in a non-entry level position with duties including office practices and records management, administrative operations involving problem-solving and logistical planning, and managing meeting agendas and minutes.

Education

Graduation from a standard senior high school or the equivalent.

Certifications

N/A

Preferred

• Post-secondary education or certification in office administration, business administration, or management.
• Experience working in a governmental entity including knowledge of open meetings, open meetings, and records retention legal requirements and best practices.
• Website content management for postings and updates

Knowledge, Skills, and Abilities

• Organizational skills, time management, and the ability to multi-task.
• Skill in use of computers and software including Microsoft Word, Excel, and Outlook with expert skill and ability to use the software to perform the duties of the position.
• Strong written and verbal communicatio

  All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.