Executive Assistant III - At Will

County of Riverside•Riverside, CA

5d•Onsite

About The Position

The County of Riverside Department of Veterans Services is seeking an experienced Executive Assistant III – At-Will to provide high-level administrative and executive support at the Riverside location. This position serves as a key support role to departmental leadership, primarily assisting the Assistant Director while also providing support to the Administrative Manager and other staff as assigned. The Executive Assistant III will be responsible for managing incoming calls and inquiries, ensuring timely and professional handling and appropriate routing. In addition, this role will manage complex calendars, coordinate meetings, prepare agendas and supporting materials, and ensure follow-up actions are completed. The incumbent will also coordinate travel arrangements, including scheduling, itineraries, and related documentation. This position will play an important role in supporting departmental coordination efforts, including involvement with the Veterans Advisory Committee and related administrative functions. The successful candidate will be expected to demonstrate strong organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment while maintaining a high level of professionalism and customer service. Additional duties may be assigned as needed to support the overall operations of the Department of Veterans Services. This class has been designated At-Will in accordance with the provisions provided under Article 6, Section 601E (8) of the County Management Resolution and serves at the pleasure of the County Executive Officer. This position is currently a full-time companion position with benefits. For more information regarding companion positions, please contact the recruiter. Meet the Team! The Riverside County Department of Veterans' Services to promote and honor all veterans and enhance their quality of life and that of their dependents and survivors through counseling, claims assistance, education, advocacy, and special projects. Can you see yourself here?

Requirements

Graduation from high school or attainment of a satisfactory score on a G.E.D. test may be required.
One year of experience in a secretarial capacity with Riverside County performing a wide variety of secretarial, administrative, and clerical duties.
Three years of clerical experience, one year of which must have been in an administrative support and/or secretarial capacity with responsibility for: screening calls, maintaining an appointment calendar, composing correspondence and researching, compiling, and preparing reports.
Knowledge of organizational operations sufficient to analyze, evaluate, and develop procedures and methods affecting the commitment of agency/departmental resources and administrative and clerical operations of a managerial office; current office methods and practices including automated equipment, filing systems, business correspondence, receptionist techniques, report writing; and correct English usage, grammar, spelling, vocabulary, and punctuation.
Ability to manage departmental records; use office equipment for such functions as the Internet, E-mail, and on-line service, and use PC software; research, develop, and prepare data for management presentations; organize meeting plans and schedule appointments; provide effective client service and public relations; display strong interpersonal and communication skills, both verbally and in writing.

Nice To Haves

Completion of 18 semester or 27 quarter units from an accredited college or university or 360 hours of training from an accredited occupational training program in secretarial sciences, office practices, business education or a closely related field to the assignment may be substituted for up to one year of the general clerical experience.

Responsibilities

Research, compile, and summarize information, data and statistics for regular and specialized reports.
Prepare correspondence and reports independently; prepare itineraries and coordinate meetings/participants' schedules; arrange appointments and maintain manager's calendar; make travel arrangements for manager and staff; sort, screen, prioritize, and route incoming mail.
Screen telephone calls and visitors directing them to the appropriate parties; answer questions and assist staff and the public; obtain information about agency/ departmental policies and procedures.
Establish, maintain, and direct the preservation of a variety of complex and/or confidential records; maintain and distribute agency/departmental procedures and rules; prepare, recommend, and establish office standards and procedures.
Prioritize correspondence along with supporting materials for manager's review, reply, and disposition.
Serve as liaison between manager and subordinates, other managers, other county agencies/departmental staff and other governmental agencies and the public.
Take and transcribe dictation directly, or from notes or recordings.
Review outgoing correspondence, reports, and material for accuracy, grammar, and consistency with administrative policy.
May supervise a clerical unit.