Operations Assistant bei Greater Los Angeles County Vector Control District, CA

About the Department

NOTE: A cover letter and resume must be submitted along with this application.

DEFINITION 

Under general supervision, performs a variety of clerical and administrative duties for the Operations Department, including, but not limited to, phone and customer service support, preparation of correspondence, processing mail, and data entry functions; receives, screens, and records incoming service requests; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED 

Receives general supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS 

This entry-level position performs basic clerical and administrative tasks within an assigned department, with regular guidance and training. Positions at this level follow established procedures and policies, seeking assistance as needed when new or unusual situations arise.

Position Duties

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so qualified employees can perform the essential functions of the job.

• Performs receptionist duties; receives and screens telephone calls and emails regarding complaints related to mosquito bites and other evidence of vector-related challenges; accurately records and generates service requests for Operations staff.
• Provides information regarding District programs, activities, and functions; assists in interpreting and applying basic regulations, policies, procedures, systems, and rules in response to inquiries and complaints from the public.
• Works closely with the Operations Manager to oversee daily business operations; handles projects as assigned; utilizes a variety of office equipment and computer software.
• Trains seasonal office staff and collaborates with them to ensure efficient and effective office operations.
• Assist the Operations Projects Specialist with preparing and mailing compliance letters, compiling property owner records, updating swimming pool status in District database.
• Prepares, types, formats, and processes a variety of routine documents and correspondence including inventory records, lists, labels, memos, letters, forms, reports, and other confidential material; checks drafts for punctuation, spelling, and grammar; provides clerical support to staff as needed.
• Performs data entry of daily activity field logs; reviews data entry performed by others for quality assurance; corrects any errors.
• Monitors and documents daily staff attendance; takes and distributes a photo of the facility attendance board to all managers and supervisors as part of emergency preparedness procedures; emails copies of sign-in sheets to the Finance Department on a bi-weekly basis to support payroll recordkeeping. Assists with receiving, opening, sorting, date-stamping, logging, and distributing incoming office mail, packages, faxes, and district emails to appropriate staff.
• Organizes and oversees retention of District records, including policies and procedures, training records, inspection reports, notices, and service requests. 
• Orders, stocks, and maintains inventory of office supplies and personal protective equipment (PPE).
• Interacts with co-workers at all levels in the District in a collaborative and customer service-oriented manner.
• Performs other duties as assigned.

Minimum Qualifications

Knowledge of:

• District services and operations including any rules and regulations pertinent to vector control operations.
• General office general and administrative practices.
• Business arithmetic and statistical techniques.
• Basic business letter writing and the standard format for reports and correspondence.
• Recordkeeping principles and procedures. 
• Practices of maintaining confidential records and information.
• Applicable federal, state, and local laws, rules, regulations, and procedures relevant to assigned areas of responsibility.
• District and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff, including de-escalation techniques to handle challenging or upset individuals.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

• Identify and solve standard problems and refer more complex problems to appropriate staff.
• Interpret, apply, and explain administrative and departmental policies and procedures.
• Perform basic mathematical functions.
• Demonstrate a high degree of flexibility and adapt in a fast paced environment.
• Read and understand District policies, guidelines, or written materials and instructions pertinent to the position.
• Maintain confidentiality of sensitive information.
• Enter and retrieve data from a computer system and prepare written materials with enough speed and accuracy to perform the work.
• Effectively utilize word processing software including creating and using templates and tracking changes.
• Effectively utilize spreadsheet software including building spreadsheet formulas, charts and graphs, and sorting and filtering functions.
• File and maintain electronic and hardcopy records with accuracy.
• Exhibit proficiency and adeptness, be highly motivated, endure work pressures, and be dependable.
• Handle disputes and complaints in a calm and tactful manner.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner, organize own work, set priorities, and meet critical time deadlines.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Train seasonal office staff and collaborate with them to ensure the smooth operation of office duties and customer service.
• Assist the Operations Projects Specialist with preparing and mailing compliance letters, compiling property owner records, updating swimming pool status in District database.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education:

• Equivalent to completion of the twelfth (12^th) grade.

Experience:

• One (1) year of general office, administrative support, customer service, or related experience.

Licenses and Certifications:

• None required.

Other Qualifications

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.  Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

ENVIRONMENTAL CONDITIONS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.  

CONDITIONS OF EMPLOYMENT
Select District appointments are contingent upon successful completion of the following:

• Satisfactory background check verifying education, experience, and references.
• Insurability clearance under the District’s insurance carrier and enrollment in the DMV Employer Pull Notice Program.
• Live Scan fingerprint examination and clearance.
• Satisfactory post-offer physical examination and drug screening performed by a medical provider and/or laboratory designated by the District.