Administrative Secretary at Bay Area Air District, CA
Bay Area Air District, CA · San Francisco, United States Of America · Onsite
- Junior
- Office in San Francisco
About the Department
ABOUT STRATEGIC INCENTIVES DIVISION
The Strategic Incentives Division (SID) of the Bay Area Air Quality Management District administers funding programs that reduce air pollution and greenhouse gas emissions across the Bay Area. SID manages over $90 million annually to support clean transportation, zero-emission infrastructure, and equipment upgrades. The division prioritizes equity by directing resources to communities most impacted by air pollution, aligning with California’s AB 617 goals. Through programs like the Carl Moyer Program and Community Health Protection Grants, SID accelerates the adoption of cleaner technologies and partners with local stakeholders to build a healthier, more climate-resilient region.
DEFINITION
Under general supervision, provides varied secretarial and office administrative assistance to a director and related supervisory and professional staff; may supervise a small office support staff; performs related work as assigned.
DISTINGUISHING CHARACTERISTICS
This class is distinguished from other District office support classes in that incumbents provide secretarial and office administrative services for a designated division director and related supervisory or professional staff. General guidelines for action are normally established by the division director; however, day-to-day activities may require the use of initiative and independent judgment, particularly when prioritizing work from several staff members or when dealing with a variety of District staff and representatives of the public. This class may supervise a small office support staff, but the primary purpose of this class is to provide secretarial and administrative assistance, not to supervise a clerical function. This class is distinguished from Executive Secretary in that the latter provides secretarial and office administrative support to the Air Pollution Control Officer or the Deputy Air Pollution Control Officer.
Position Duties
EXAMPLES OF DUTIES (Illustrative Only)
Receives and screens visitors and telephone calls, providing factual information which requires the interpretation of policies and procedures; takes messages or refers the caller to the proper person.
Researches and compiles a variety of informational materials from sources both inside and outside the office; summarizes such information as directed.
Opens and sorts mail and attaches pertinent back-up materials; processes outgoing mail as required.
Types drafts and a wide variety of finished documents from stenographic notes, brief instructions, or prior materials; may use word processing equipment and input or retrieve data or prepare reports using an on-line or personal computer system.
May attend meetings and prepare minutes as required; initiates specified correspondence independently for signature by appropriate management, supervisory or professional staff; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures and appropriate English usage.
Organizes and maintains various office files, including personnel and tickler or follow-up files; purges files as required.
Assists with the development and administration of the annual budget; may prepare or maintain statistical, fiscal, budget, or payroll information.
Follows up on projects, transmits information, and keeps informed of division activities.
Schedules and arranges for meetings, including preparing agendas; organized own work, sets priorities and meets critical deadlines.
May plan, schedule and assign office support work or provide lead direction to office support staff; may instruct staff in work procedures and/or review work for format, accuracy and consistency; may participate in the hiring of assigned staff and recommend selection for management approval.
Minimum Qualifications
Education and Experience:
A typical way to obtain the knowledge and skills is:
Equivalent to two years of secretarial experience providing responsible office and administrative support or five years of general clerical or office support experience. Completion of some college or business school coursework in office administration is desirable.
Other Qualifications
How to Apply:
Interested individuals must submit a completed BAAQMD application, chronological resume, and responses to the supplemental questionnaire. Applications are accepted online. Please visit our website at www.baaqmd.gov/jobs to apply or to download an application. Resumes must be included, and not in lieu of the required application materials. Postmarks, faxes, and e-mailed applications will not be accepted.
Except as requested in this announcement, do not include any additional documents, such as letters of recommendation, performance evaluations, work samples, etc. They will not be considered or returned. Applicants submitting paper applications must also complete an official BAAQMD application.
Supplemental Questionnaire Instructions:
Individuals who apply for this position must respond to each of the supplemental questions. Applications must be received by the Human Resources Office no later than the time and date specified in the vacancy announcement. The responses to the supplemental application questions will be used in accordance with the procedures indicated under the Selection Criteria in the vacancy announcement.
Do not combine your responses, or reference your application, resume, or any other requested documentation that you have included with your application packet to answer a question. Please be advised that the information you provide will be evaluated "as is" and may be used to determine applicants with the most directly related experience, education, and training who will continue in the selection process; incomplete or illegible applications will likely receive lower ratings.
Selection Criteria
Selection may be based upon a competitive examination consisting of a written exercise, interview, or combination of the two. Depending on the number of qualified applicants, an application screening and/or panel interview may be used to determine the most qualified applicants.
The District may hire from this recruitment process to fill future vacancies occurring within the next 18 months.
Persons with disabilities who may require reasonable accommodations during the application and/or selection process should notify the Human Resources Office at (415) 749-4980.
The District is an Equal Opportunity Employer.
