Executive Assistant I - Disease Control (Finance)
The County of Riverside's Department of Riverside University Health System - Public Health seeks a regular Executive Assistant I to join their Disease Control team. The ideal candidate will have good interpersonal and customer service skills, good time management skills, and the ability to handle multiple priority tasks. Under general supervision, the incumbent will be responsible for providing administrative support to the Branch Chief, scheduling meetings, making travel arrangements, taking minutes, typing a variety of documents (e.g. procedures, reports, power point presentations), assisting with busy phones; performing a wide variety of secretarial, administrative, and clerical duties in support of a management level position, serving as a recording secretary to a small board, commission, committee, or similar entity, and performing other related duties as required. This position is located in Riverside.
Candidates who have professional knowledge of/experience with the following are highly desired:
- Medical terminology
- Excel spreadsheets
- Power point Presentations
The Executive Assistant I is distinguished of the Executive Assistant II, in that the latter provides secretarial support to an Assistant Director, Deputy Director, or Division Chief, or serves as a recording secretary to a large/complex board, commission, committee or similar hearing body. The Executive Assistant I is not a natural progression underfill for the class of Executive Assistant II. Advancement to the next level is obtained by competitive selection through an open recruitment.
Meet the team! RUHS-PH Website •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.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. (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.)
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.
Other Requirements
Possession of a valid California Driver's License may be required.Questions regarding this position? Please contact Raven Padilla at rpadilla@rivco.org .
