Executive Assistant II

The County's Department of Child Support Services (DCSS) is seeking a qualified Executive Assistant II based in Riverside. 

The selected candidate will provide comprehensive administrative support to two Deputy Directors and assist the DCSS Executive team. Key responsibilities include managing high-volume scheduling, coordinating meetings with county and state agencies, organizing travel arrangements (flights, hotels, and registrations), and overseeing the use of procurement cards. The role will also involve collaborating with the Fiscal Team on contracts, purchase orders, expenses, and mileage reimbursements, as well as partnering with Human Resources to manage confidential documents. The candidate will communicate with senior executives, management, and external agencies, coordinate leadership and management events, and engage with vendors. Additional duties include addressing customer complaints, preparing reports and spreadsheets, taking meeting minutes, creating presentations, designing flyers, editing documents using Canva and Adobe, and managing availability through Doodle and Outlook.

Furthermore, the selected candidate will provide administrative support to the Deputy Director of DPSS, which includes greeting visitors, screening calls, managing constituent complaints, and maintaining the Outlook calendar. The Executive Assistant will serve as a liaison between the Deputy Director, management, department staff, and the public. This role also entails tracking performance evaluations, overtime, and telework data, taking meeting minutes, setting agendas, preparing reports, and completing other related tasks as assigned. Occasionally, the incumbent will be required to drive to other county agencies, such as the Executive Office, Board of Supervisors Office, County Human Resources, or other DCSS locations, as well as the post office and various vendors for document/item pick-ups and drop-offs.

The department is seeking candidates with at least one year of experience as an Executive Assistant I, along with strong verbal and written communication skills and the ability to work effectively with management and senior-level executives.

Meet the Team!

The County of Riverside Department of Child Support Services works with parents and guardians to ensure children and families receive court-ordered financial and medical support. Services provided included locating, establishing paternity; establishing, modifying, and enforcing a court order for child support; and establishing, modifying, and enforcing an order for health coverage.

•Take and prepare minutes of meetings.

•Type correspondence, memoranda, reports, documents, orders, payrolls, briefs and statistical data such as charts, tables, and graphs.

•Set up and maintain office files, record and index using computer applications that include use of electronic mail, word processing, spreadsheet and special databases.

•Maintain control files to monitor status and expedites the completion of staff assignments.

•Schedule appointments, coordinate time, place, and participant arrangements for meetings.

•Sort, screen, and route incoming mail.

•Provide general information to office and telephone callers and/or refer them to appropriate party.

• Compile and summarize information, data, and figures for reports.

• May lead subordinate staff in routine clerical assignments.

• May serve as secretary to an assigned Commission; arrange meetings and schedule appointments; answer correspondence independently; prepare weekly meeting agenda; assemble data, reports, and material prepared by Department staff for Commissioners and Commission meetings as required.

OPTION I

Education: Graduation from high school or attainment of a satisfactory score on a G.E.D. test may be required. 

Experience: One year in a secretarial capacity performing a wide range of complex clerical and secretarial support duties with Riverside County.

OPTION II

Education: Graduation from high school or attainment of a satisfactory score on a G.E.D. test  may be required. 

Experience: Three years of broad and varied clerical experience, one year of which must have been in a secretarial capacity performing a wide range of complex clerical and secretarial support duties. (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 substitute for one year of nonspecialized clerical experience.)

ALL OPTIONS:

Knowledge of: A wide variety of typing layouts and formats; Business English, including spelling, punctuation, grammar, capitalization, and word usage; indexing and filing rules and systems; the operation and uses of office equipment including personal computers, calculators and copiers; modern office and record keeping procedures and practices; basic arithmetic; County customer service objectives and strategies; telephone, office, and online etiquette; current technology and trends in the profession.

Ability to: Operate standard and modern office equipment; proofread and review work for accuracy and completeness; input and retrieve data from computerized record keeping systems; prioritize and route telephone calls and mail; monitor staff assignment deadlines; establish effective working relationships with management, employees, and employee representatives.

Salary : $49,459 - $73,642