Job Posting: Administrative Assistant - Executive Office

CA Coastal Commission

JC-219346
-
Administrative Assistant - Executive Office
ADMINISTRATIVE ASSISTANT I

$4,281.00 - $5,608.00 per Month

Final Filing Date: Until Filled

Job Description and Duties

The Administrative Assistant reports to the Executive Director and Chief Deputy Director and is responsible for providing a wide range of executive level and general administrative support to the Executive Director and Chief Deputy Director, the Commissioners and senior management staff. The Administrative Assistant provides direct support that includes: calendar management, screening calls, preparing for virtual and in-person meetings, maintaining reference materials, preparing budget, federal and legislative reports, and making travel arrangements.

DUTIES will include but may not be limited to:

  • Work closely with the Executive Director, Chief Deputy Director, and with Coastal Commissioners to support the work of Executive staff and Commissioners;
  • Maintain the Executive Director’s calendar; maintain tickler file; and schedule and arrange meetings for internal and external requests, special invites or appearances, and balance conflicting demands;
  • Assist in planning for internal staff meetings, internal and external meetings, conference calls with the CA Resources Agency or CA Governor’s Office, State Legislators, BCDC/Coastal Conservancy Executive Directors, Commissioners, Deputy Attorney Generals, Attorneys, CEAs, Local/State/Federal Government Directors, NGOs and the public;
  • Assist and handle travel arrangements for the Executive Director, Chief Deputy Director, CEAs, Commissioners and Senior Management; provide needed support during trip; perform research on airlines, hotel, restaurants, transportation, etc.;
  • Read and sort mail received for the Executive Director, Chief Deputy Director and Coastal Commissioners and Alternate Commissioners;
  • Act as liaison and receive and screen visitors and telephone calls; provide information which requires the use of judgment and the interpretation of the agency and agency’s policies and procedures;
  • Assist the Chief Deputy Director with the preparation of budget change proposals and budget reports to the Commission;
  • Perform complex and confidential administrative support requiring specialized knowledge and the ability to interpret broadly defined policies and procedures;
  • Assist the CEAs, managers or supervisors on administrative problems and procedures; provide follow-up and research information on inquiries and problems which require knowledge of the agency's services and programs; resolve problems and respond to special assignments which require interdepartmental or staff communications;
  • Assist in preparation for virtual and in-person Commission meetings, assist record clerk at Commission meetings; prepare and draft meeting minutes;
  • Prepare semi-annual reports for the Federal Programs Manager or assists other program managers and unit staff to prepare special reports or publications;
  • Review and assist the work of the mail production staff and makes immediate decisions for handling production;
  • Assist staff with Public Records Act inquiries; and
  • Work on special projects as directed; participate in virtual and in-person Senior Staff meetings; handle confidential information; set priorities and meet critical deadlines; organize and coordinate work.

Duties will be commensurate with the level at which the position is filled.

Working Conditions

An office in downtown San Francisco near the Embarcadero BART Station

Minimum Requirements

You will find the Minimum Requirements in the Class Specification.

Additional Documents

Position Details

Job Code #:
JC-219346
Position #(s):
348-101-5361-XXX
Working Title:
Administrative Assistant - Executive Office
Classification:
ADMINISTRATIVE ASSISTANT I
$4,281.00 - $5,360.00 A

Effective July 1, 2020 through June 30, 2022, State employees are subject to a 9.23% salary reduction in exchange for 16 hours of the Personal Leave Program 2020 (PLP 2020) per month.

$4,478.00 - $5,608.00 B

Effective July 1, 2020 through June 30, 2022, State employees are subject to a 9.23% salary reduction in exchange for 16 hours of the Personal Leave Program 2020 (PLP 2020) per month.

ADMINISTRATIVE ASSISTANT II
$5,149.00 - $6,446.00 A
# of Positions:
1
Work Location:
San Francisco County
Job Type:
Permanent, Full Time

Department Information

The California Coastal Commission (Commission) is seeking a talented addition to its Executive Office in San Francisco. The Commission is a small State agency that is charged with protecting coastal resources and managing coastal development in California.  The mission of the Commission is to provide for the balanced use of the coastal zone and to protect, restore, and enhance coastal and marine resources for the continuing benefit of current and future generations. Employees at the Commission enjoy working on a broad range of issues to plan for and manage coastal land uses while protecting important coastal resources including wetlands, habitats that support rare and endangered species, scenic landscapes and views to the sea, public shoreline access and recreation opportunities.  The Commission’s staff includes dedicated planners, scientists, attorneys and administrative staff.

The California Coastal Commission values diversity at all levels of the organization and is committed to fostering an environment in which employees from a variety of backgrounds, cultures, and personal experiences are welcomed and can thrive. We believe the diversity of our employees and their unique ideas inspire innovative solutions to further our mission of protecting and enhancing California’s coast and ocean for present and future generations.

Please note that public counter hours for all Commission offices are currently suspended in light of the coronavirus. However, in order to provide the public with continuity of service while protecting both you and our employees, the Commission remains open for business, and you can contact staff by phone, email, and regular mail (see staff contact information at www.coastal.ca.gov). In addition, more information on the Commission’s response to COVID-19 can be found on our website at www.coastal.ca.gov.  Thank you for your patience and understanding as we all work through this public health crisis.

Department Website: www.coastal.ca.gov

Special Requirements

Familiarity with or the ability to learn new online platforms and programs (i.e., SharePoint, Zoom, TeamViewer)

 

Application Instructions

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: Until Filled

Who May Apply

Individuals who are currently in the classification, eligible for lateral transfer, eligible for reinstatement, have list eligibility, are in the process of obtaining list eligibility, or have SROA and/or Surplus eligibility (please attach your letter, if available). SROA and Surplus candidates are given priority; therefore, individuals with other eligibility may be considered in the event no SROA or Surplus candidates apply.

Applications will be screened and only the most qualified applicants will be selected to move forward in the selection process.
Applicants must meet the Minimum Qualifications stated in the Classification Specification(s).

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 www.CalCareers.ca.gov. 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:

CA Coastal Commission
Attn: Human Resources Office
455 Market St. Suite 228
San Francisco, CA 94105

Address for Drop-Off Application Packages

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

Human Resources Office
455 Market St. Suite 228
San Francisco, CA 94105
08:00 AM - 05:00 PM

Required Application Package Documents

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

  • Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at www.CalCareers.ca.gov. 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.
  • Resume is required and must be included.
  • Other - Minimum of Three (3) References
  • Statement of Qualifications - Describe your knowledge, skills and abilities in relation to the desirable qualifications in the job posting. Statement of Qualifications should be no more than two (2) pages.
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:


The successful candidate must be a self-directed person and ready to take on responsibility.  This position requires strong organizational, computer and communication skills and the ability to work well with a variety of people and handle multiple projects with tight time lines. The Administrative Assistant should be able to handle the full range of administrative support responsibilities including helping to manage the director’s time; screen phone calls and handle sensitive calls with courtesy, set up meetings, compose and type responses to correspondence, maintain the director’s calendar and, in general, represent, support and advise the director in a responsible, mature, efficient and friendly manner.

 

Benefits

For a list of benefits, review the California State Civil Service Employee Benefits Summary:  https://www.calhr.ca.gov/Pages/California-State-Civil-Service-Employee-Benefits-Summary.aspx

 

Contact Information

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

Department Website: www.coastal.ca.gov
Human Resources Contact:
Corinne Young
(415) 904-9446
Corinne.Young@coastal.ca.gov
Hiring Unit Contact:
Susan Hansch
(415) 904-5244
Susan.Hansch@coastal.ca.gov

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:
Melanie Wong
(415) 904-5433
Melanie.Wong@coastal.ca.gov
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.

Questions about the Position and/or Hiring Process

For more information about the position: Susan Hansch, Chief Deputy Director, at (415) 904-5244 or Susan.Hansch@coastal.ca.gov

For more information about the application and/or hiring process: Human Resources Office at (415) 904-5430 or toll free 866-831-2540 or HumanResources@coastal.ca.gov.  You can also find more information on www.jobs.ca.gov.   

Applying for the Job

The position will be open until filled. Applications will be screened and only those most qualified will be interviewed. No relocation expenses will be reimbursed.  Submit a statement of qualifications of no more than two (2) pages, a current resume, a minimum of three (3) references, and a CA State Application (std 678) (available at www.jobs.ca.gov) to:


Human Resources Office
California Coastal Commission
455 Market Street, Suite 228
San Francisco, CA 94105–2219

(415) 904-5430 / toll free: 1-866-831-2540
HumanResources@coastal.ca.gov

Please indicate “Administrative Assistant I” or “Administrative Assistant II” in the Examination/Job Title section on the CA State Application (std 678).  

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
Drop-off