Temporary Administrative Specialist chez East Bay Regional Park District

About the Department

Vacancy Situation: The Park District has one (1) temporary vacancy located in the Human Resources Department, this position will be onsite, 28 hours per week at the Administrative Offices in Oakland, CA.  This is a 3-6 month temporary assignment that will be providing administrative support on seasonal hiring efforts. 

• Is detail-oriented, well-organized, and has the ability to juggle competing priorities effectively.
• Is self-motivated and demonstrates initiative, but is not afraid to ask questions.
• Has the ability to apply knowledge and reasoning to make prompt effective decisions supported by procedures, policies, and rules.

• Posting closes: 10/15
• Panel Interviews: 10/21
• Selection to be made: 10/22

The East Bay Regional Park District (Park District) is a system of beautiful parklands and trails in Alameda and Contra Costa counties east of San Francisco Bay, established in 1934. The system comprises over 125,000 acres in 73 parks including over 1,300 miles of trails for hiking, biking, horseback riding and nature learning. The Park District employees perform a variety of roles to meet our mission to preserve a rich heritage of natural and cultural resources and provide open space, parks, trails, safe and healthful recreation, and environmental education.

Our Values:

•  Respect – We honor each other, the park visitors we serve, and the land we steward.
•  Resilience – We creatively adapt to change. We address challenges with empathy, perspective, and determination.
•  Relationships – Our greatest strength lies in the trust, accountability, and teamwork we cultivate with our colleagues, partners, and the public we serve.
•  Responsiveness – We communicate openly, honestly, and reliably.
• Transparency – We hold the public's trust through meaningful stakeholder engagement and access to timely and reliable information on decisions and performance.
  

What You Will Be Doing:

Under general supervision, performs specialized clerical and administrative tasks in support of records management and retention.

Position Duties

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Answers a heavy volume of telephone calls; 
• Prepares purchase requisitions for supplies and equipment; arranges for repairs of equipment and maintenance of buildings; 
• Assists with contract administration, including preparing and processing all required documentation; processes payments; 
• Tracks, reconciles and deposits checks and cash; 
• Extracts and compiles data and other information for reports; 
• Types and prepares correspondence, reports, forms and specialized documents related to the functions of the assigned department from drafts, notes, or brief instructions; 
• Proofreads and checks typed and other materials for accuracy, completeness, compliance with Park District and departmental policies, and correct English usage, including grammar, punctuation and spelling; 
• Serves as receptionist, receiving and screening visitors and calls, provides information such as scheduling for interpretive programs and providing factual information regarding Park District and/or assigned department activities and functions; 
• Prepares and updates a variety of complex reports, which may require the use of arithmetic calculations; 
• Researches, compiles and provides tracking for information and data from departmental files, records and reports; 
• Maintains records and processes forms; 
• Maintains calendars; 
• Schedules and coordinates meetings and appointments; 
• Develops systems for collecting and tracking information, projects and pending items; 
• Initiates follow up procedures to ensure projects and other tasks are completed and deadlines met; 
• Serves as liaison for other staff, departments and outside agencies; 
• Processes and reviews timecards and purchase cards; 
• Coordinates technical needs for presentations, board meetings and conference calls; 
• Implements surveys and maintains databases to record and report service numbers and trends.

• Creates, updates and maintains filing systems; 
• Opens mail; 
• Schedules and coordinates volunteers; 
• Sets up presentation equipment; drafts invoice requests and follows up on collection; 
• May maintain POS systems; 
• May input reservation requests; and performs related duties as assigned.

Minimum Qualifications

Education: Equivalent to the completion of the twelfth grade, AND
Experience: Three years of recent responsible clerical or general office experience dealing with the public.
Substitution: College education in a related field may be substituted for up to one year of the experience requirement on the basis of 60 semesters or 90 quarter units of college credit equals one year of experience. 

Other Qualifications

Knowledge of: 

• Practices and procedures of modern office; 
• Correct English usage, including spelling, grammar, and punctuation; business letter writing and the standard format for typed materials; 
• Policies and procedures related to the department to which assigned; 
• Customer relations techniques; 
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

• Perform math and bookkeeping and make accurate calculations; 
• Attend to detail, be thorough, and follow-through; 
• Take initiative and use sound judgment within established guidelines; 
• Make timely and sound decisions; 
• Prioritize and coordinate work activities; 
• Interpret and apply detailed rules and regulations; 
• Perform continuous data entry; 
• Effectively organize and maintain office files and records; 
• Understand and carry out oral and written directions; 
• Take meeting minutes; train others in work procedures; 
• Plan, assign, and review the work of others; 
• Compose routine correspondence, Board materials, and other documents; 
• Maintain flexibility for changing conditions and circumstances with minimal notice; 
• Coordinate multiple tasks and priorities; 
• Arrange, schedule, and set up meetings internally and externally; 
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications; 
• Communicate clearly and concisely, both orally and in writing; 
• Establish and maintain effective working relationships with those contacted in the course of work at all levels, including a culturally diverse general public, with a focus on quality service to internal staff and external customers.

• A valid California State driver's license is a condition of initial and continued employment in this position. 
• The selected candidate must pass the Park District's Level 1 background check.