Executive Assistant III (Code Enforcement)

The Transportation & Land Management Agency’s (TLMA) Code Enforcement Department is seeking an Executive Assistant III to join their team in Riverside. 

The Executive Assistant will support the Director of Code Enforcement and provide comprehensive administrative and secretarial support requiring independent judgment and action. Key responsibilities include proficient management of calendars and emails, independent problem-solving, and maintaining a professional demeanor. The role involves handling sensitive matters and confidential information with discretion and efficiency.

The department desires candidates who are politically savvy and demonstrate a firm, personable, and professional demeanor. Excellent schedule management, time management, and organization skills are essential to the position. Competitive candidates will have significant daily experience with Microsoft Office Suite programs/applications (Outlook, Word, PowerPoint, Excel).  Previous experience supporting an executive, including managing appointments and meetings, is highly desired as are experience with Cisco phone systems and Canva graphic design tool.

Meet the Team!
The Riverside County Code Enforcement Department is responsible for protecting the health, safety and welfare of residents in the unincorporated areas of Riverside County.   

• 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. 

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 of experience in a secretarial capacity with Riverside County performing a wide variety of secretarial, administrative, and clerical duties. 

OPTION II  

Experience: 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. (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.)  

ALL OPTIONS

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. 

Other Requirements 
License/Certificate: Possession of a valid California Driver’s License is required. The Executive Assistant will visit various offices and run errands.

This recruitment is open to all applicants. 

Contact Karla Medrano at kmedrano@rivco.org with any questions regarding this recruitment.

Salary : $57,249 - $81,585