Job Posting: Administrative Office Assistant

State Lands Commission

Administrative Office Assistant

$2,331.00 - $3,165.00

Final Filing Date: 6/4/2018

Job Description and Duties

Position is located in Long Beach, CA

Under the supervision of the Senior Environmental Scientist (Supervisory), the incumbent will assist with the proper administration and the responsible functioning of the Marine Invasive Species Program (MISP), following the vision, mission and values statements of the California State Lands Commission. The incumbent will provide reception desk coverage and general office support, including answering phones, filing, operating various office machines, and typing correspondence. The incumbent will demonstrate initiative and independence while performing a variety of duties and interacting with members of the regulated community and other interested parties. Job duties include:

  • Collection of vessel-submitted reporting forms for the Marine Invasive Species Program duties include, but may not be limited to the following:
    • Retrieve and print emailed or faxed reporting forms daily;
    • Correspond via email with vessel crews to request additional information as needed;
    • Exercise good judgment and communicate effectively with general public and stakeholders;
    • Organize and electronically file computer records of forms and related correspondence;
    • Review reporting form data to evaluate latitude and longitude coordinates to identify possible non-compliance with MISP regulations;
    • Route possibly non-compliant forms to MISP AGPA for inspection prioritization;
    • Route all printed or faxed forms to MISP QA/QC and/or data entry staff for incorporation into the MISP database;
    • Assist with Ballast Water Reporting Form data entry of moderate complexity;
    • Prepare MISP informational packets/folders for distribution.
  • Provide reception desk coverage during regular business hours (8 am - 5 pm). Duties include, but may not be limited to the following:
    • Communicate effectively when answering/screening telephone calls, taking messages and directing calls to appropriate staff;
    • Screen, greet, and direct visitors to the appropriate office contacts;
    • Meet and deal tactfully with the public;
    • Operate various office machines;
    • Schedule conference rooms for meetings;
    • Receive overnight, express, registered and certified mail, and maintain appropriate records of receipt. 
  • Assist as needed in proper drafting and completion of routine correspondence, requisitions, and other documents using various office machines.  Perform general clerical duties such as typing, and occasionally preparing correspondence, distributing unit mail, filing, and copying of documents. Assist with special projects and other job-related work as required.
  • Provide backup assistance to other Division clerical staff.

Working Conditions

  • Work in a climate-controlled office environment under artificial lighting
  • Prolonged periods of sitting using a keyboard and video display terminal
  • Daily use of personal computer at a workstation
  • Frequent telephone contact with various internal/external staff and the general public
  • Daily use of phone, fax, copiers and general office and communication equipment
  • Bend, stoop, and stand while performing filing tasks
  • May be required to push, pull or lift up to 20 lbs. (documents, office supplies, books and manuals

Minimum Requirements

You will find the Minimum Requirements in the Class Specification.

Additional Documents

Position Details

Job Code #:
Position #(s):
Working Title:
Administrative Office Assistant
$2,331.00 - $2,918.00 A
$2,526.00 - $3,165.00 B
# of Positions:
Work Location:
Los Angeles County
Job Type:
Permanent, Full Time
Work Shift:
8:00 a.m. to 5:00 p.m.
Work Week:
Monday to Friday

Department Information

The California State Lands Commission provides the people of California with effective stewardship of the lands, waterways, and resources entrusted to its care through preservation, restoration, enhancement, responsible economic development, and the promotion of public access. Website:

Special Requirements

Paper Application Submission:

Electronic application submission is preferred for this JC (Job Control). For those applicants who are unable to submit an electronic application, applications may be submitted in paper format but must contain the following information on the first page of the application in order to be processed and included in the applicant pool:

• The JC number listed on the job posting
• The Classification title
• Your current CalCareer I.D. number (from your
CalCareer account under the "CalCareer Account " tab)

NOTE: Do not include Social Security Numbers, LEAP status information or paperwork, the Equal Employment Opportunity information page of the application, or applicant exam result notices as a part of your application package. Please do not submit a second application by paper if you submitted an electronic application.

School Transcripts:

Applicants using education to meet the minimum qualifications of this classification, must provide a copy of their official transcripts with their application package for the school attended where the diploma was received. Failure to provide a copy of official transcripts may result in removal from the exam list. Applicants providing copies of international official transcripts may need to provide an evaluation/translation from an educational credentials evaluation service to ensure that all the required coursework can be verified by the hiring agency.

Application Instructions

Completed applications and all required documents must be received or postmarked by the Final Filing Date in order to be considered. Dates printed on Mobile Bar Codes, such as the Quick Response (QR) Codes available at the USPS, are not considered Postmark dates for the purpose of determining timely filing of an application.

Final Filing Date: 6/4/2018

Who May Apply

Individuals who are currently in the classification, eligible for lateral transfer, eligible for reinstatement, eligible for a Training and Development assignment, have SROA and/or Surplus eligibility, or have list eligibility (or are in the process of obtaining list eligibility). SROA and Surplus candidates may attach “surplus letters” to their applications. Applicants must meet the Minimum Qualifications stated in the Classification Specification(s).

Applications will be screened and only the most qualified applicants will be selected for an interview.

How To Apply

Complete Application Packages (including your Examination/Employment Application (STD 678) and applicable or required documents) must be submitted to apply for this Job Posting. Application Packages may be submitted electronically through your CalCareer Account at When submitting your application in hard copy, a completed copy of the Application Package listing must be included. If you choose to not apply electronically, a hard copy application package may be submitted through an alternative method listed below:

Address for Mailing Application Packages

You may submit your application and any applicable or required documents to:

State Lands Commission
Attn: Human Resources
100 Howe Ave, Suite 100 - South
Sacramento, CA 95825

Address for Drop-Off Application Packages

You may drop off your application and any applicable or required documents at:

State Lands Commission Attn: Human Resources
100 Howe Ave, Suite 100 - South
Sacramento, CA 95825
Drop-off Monday through Friday excluding holidays between
08:00 AM - 05:00 PM

Required Application Documents

Please submit the following items with your application. Applicants who do not submit the required items timely may not be considered for this job:

  • State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
  • Other -

    This position requires the ability to type at a minimum speed as designated on the Class Specifications. You must obtain and submit a valid typing certificate confirming your ability to meet the minimum typing speed. For information on obtaining a typing certificate or typing certification requirement, please visit . Typing certificates issued by the Internet or Employment Agencies, and issued for a typing test under five minutes are not acceptable.

  • Other -

    Applicants must provide a cover letter with their application. The cover letter should provide a narrative discussion of how your education, training and experience have prepared you for the duties of this position. The cover letter serves as documentation of your ability to present information professionally in writing and should be no more than two pages in length. Application packets without a cover letter may not be accepted.

  • Resume is optional. It may be included, but is not required.
Applicants requiring reasonable accommodations for the hiring interview process must request the necessary accommodations if scheduled for a hiring interview. The request should be made at the time of contact to schedule the interview. Questions regarding reasonable accommodations may be directed to the EEO contact listed on this job posting.

Desirable Qualifications

In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:
  • Ability to demonstrate initiative and independence in the performance of assigned tasks
  • Good judgment regarding prioritization of workload
  • Effective communication skills and ability to interact tactfully and professionally with staff and the public
  • Familiarity with personal computers including Microsoft Office Systems
  • Good attendance and dependability
  • Willing acceptance of work assignments
  • Ability to maintain a professional and respectful working relationship with others


When you choose a career with the State of California, you receive a comprehensive benefits package in addition to your salary. For more information on the State's benefit packages you may visit the California Department of Human Resources website at 

Contact Information

The Human Resources Contact is available to answer questions regarding the position or application process.

Human Resources Contact:
Teresa Bunuel
(916) 574-1910

Please direct requests for Reasonable Accommodations to the interview scheduler at the time the interview is being scheduled. You may direct any additional questions regarding Reasonable Accommodations or Equal Employment Opportunity for this position(s) to the Department's EEO Office.

EEO Contact:
Mary Murray
(916) 574-1910
California Relay Service: 1-800-735-2929 (TTY), 1-800-735-2922 (Voice) TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.


200 Oceangate
Long Beach, CA, 90802

Equal Opportunity Employer

The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

It is an objective of the State of California to achieve a drug-free work place. Any applicant for state employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.

Application Methods:
Electronic (Using your CalCareer Account)
By Mail