Employment Opportunity: Administration Assistant – Clerical Receptionist (Part-Time)

Application Materials:

Administration Assistant – Clerical Receptionist – Position Announcement (PDF)

Employment Application Fillable Form (PDF)

Candidates must deliver the completed application materials to: apply@resig.resig…org

Submission Deadline:

Friday, February 9, 2024, at 4:30 p.m.

Classification:

Administrative Assistant (Non-Exempt Position)

RATE PER HOUR:

$29.92 to $38.18

STARTING SALARY:

COMMENSURATE WITH QUALIFICATIONS & EXPERIENCE

TERMS:

Part-Time 20 hours per week – 12 Month Position

Subject to a one-year probationary period

BENEFITS:

MANDATORY PARTICIPATION FOR MEDICAL BENEFITS.
Employee/dependent medical (80% Employer/20% Employee); employer-paid dental, vision, life insurance, short term/long term disability; employee/employer-paid retirement (CalPERS); vacation and sick leave.

(RESIG does not pay into Social Security or SDI—State Disability).

SUBMISSION REQUIREMENTS:

  • A Cover Letter
  • Completed Application
  • Resume of Experience
  • Typing Certificate

CERTIFICATE REQUIREMENT:

  • Typing Certificate 50 wpm

EXAMINATION PROCESS:

The examination of this classification will consist of:

  1. Evaluation of the application material submitted. Incomplete submission packets will be rejected.
  2. Qualified applicants will be asked to attend an in-person interview and successfully complete a Basic Skills Test on Wednesday, February 14, 2024. Finalists will be asked to attend an in-person interview on Monday, February 26, 2024, and provide three current letters of reference.

Definition:

Under direct supervision of the Office Manager, the administration assistant will perform a variety of complex and responsible clerical work of average difficulty supporting all RESIG Departments and BASIC Administration using a personal computer and other routine office equipment.

Principal Job Duties

  • • Supports the BASIC Administration, working directly with the Bay Area Schools Insurance Cooperative (BASIC) Executive Director.
  • • Develops, posts, and distributes agenda materials for BASIC board meetings in a timely manner and maintains records in accordance with The Brown Act.
  • • In addition to attending BASIC board meetings, records, takes, develops, and maintains minutes.
  • • Performs receptionist duties, greets office visitors in person or over the
  • • phone and directs them to appropriate staff or departments.
  • • Communicates with school districts, injured workers, medical providers,
  • • contractors, consultants, etc., via the telephone, e-mail and in person.
  • • Assists the Executive Directors and Office Manager with varied complex tasks and projects.
  • • Maintain close communication with management on work in progress and sensitive issues.
  • • Attend RESIG board meetings, record, take minutes, and transcribe, as needed.
  • • Posts and distributes agenda material for meetings of the Executive Committee and Board of Directors.
  • • Conducts a variety of research activities and projects.
  • • Regularly posts material to RESIG’s website.
  • • Assists with maintaining various facility software system (i.e., HVAC, Alarm System).
  • • Collect materials and create RESIG’s newsletter and manage distribution.
  • • Schedules and assists in organizing events, meetings, conferences, and travel arrangements for staff, as directed.
  • • Schedules RESIG meeting rooms for in-house use and outside users. Reserves conference room equipment, upon request, and assists with setup.
  • • Arranges for catering needs, as directed by staff.
  • • Maintains confidentiality both verbal and written.
  • • Sorts and distributes incoming mail and processes outgoing mail.
  • • Performs various computer functions including input and maintenance of databases, typing of routine documents, and correspondence.
  • • Maintains files and records as necessary.
  • • Assists with maintenance of record retention and destruction, as well as surplus and disposable equipment.
  • • Orders and maintains office supplies, orders specialty items such as awards, plaques, etc., occasionally requiring research, or as directed by staff.
  • • Schedules vendor service and routine visits as required.
  • • Assists with Certificate of Insurance requests during the absence of Property & Liability Claims Adjuster, as needed.
  • • Set and/or adjust schedule, as needed, for meetings, trainings, conferences, and other work-related events.
  • • Provides backup support to Administrative Resource Coordinator, Clerical/Receptionist, as needed.
  • • Provides backup support in the absence of the Office Manager.
  • • Performs other duties as assigned.

Knowledge and Skills

  • Exceptional customer service skills.
  • Recordkeeping techniques.
  • Proper Standard English usage, grammar, vocabulary, spelling, punctuation, and proofreading skills.
  • Office methods and equipment, multi-line phone system, audiovisual equipment, filing systems, telephone techniques, letter and report writing, and well developed computer skills required in Windows-based applications.
  • Interpersonal skills using tact, patience, and courtesy.
  • A bilingual skill in English/Spanish is desirable.

Ability to

  • • Effectively and efficiently resolve problems, issues, and concerns.
  • • Adapt to changing situations, analyze situations accurately, and adopt an effective course of action.
  • • Operate a multi-line phone system.
  • • Represent RESIG in a manner consistent with the policies, practices, and procedures of the organization.
  • • Establish and maintain cooperative relationships with peers, managers, and those contacted in the course of work.
  • • Independently and effectively organize and prioritize workload with frequent interruptions.

Working Conditions

  • • Work while sitting, standing, bending, stooping, squatting, kneeling, and climbing.
  • • Work with office equipment audio and computerized workstation, which involves repetitive arm and hand movement.
  • • Lift and carry up to 25 pounds.

Experience and Education

  • • High School diploma or equivalent required.
  • • Minimum of three (3) years clerical experience.
  • • Business school curriculum above high school is preferred.
  • • Experience preparing board meeting agendas, taking and developing meeting minutes is preferred.

General Information

Successful applicants must be fingerprinted, and a satisfactory Department of Justice records check must be received prior to employment.

Per Government Codes 3100-3109 all public employees are disaster service workers subject to such disaster service activities as may be assigned to them by their superiors or by law. All disaster service workers shall, before they enter upon the duties of their employment, take and subscribe to the oath or affirmation required by the Government Code. In case of an emergency or disaster, public employees are required by law to respond to the disaster when so assigned.


Application Materials:

Administration Assistant – Clerical Receptionist – Position Announcement (PDF)

Employment Application Fillable Form (PDF)

Candidates must deliver the completed application materials to: apply@resig.resig…org

AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION/TITLE IX EMPLOYER