San Diego Association of Governments - SANDAG
San Diego, CA, USA
Overview of the Executive Office
The success of SANDAG as a regional agency is firmly grounded in our ability to establish and nurture relationships with our member agencies as well as with federal, state, and regional policymakers, and other key stakeholders in our programs and projects. The Executive Office serves as a critical link between the Board of Directors, who establish the overall direction and priorities for the agency, and employees, who are responsible for achieving the program and project goals of the Board. The Executive Office includes key leadership positions such as the Executive Director and Chief Deputy Executive Director as well as specialized departments and positions whose purview is to provide technical expertise and guidance throughout the agency as well as to the Board and Policy Advisory Committees.
An important element of the complex administrative and political support the agency provides to the Board of Directors lies with our two Executive Assistants who maintain strong working relationships with elected officials, staff from member agencies, business and community leaders, and with employees at all levels within the organization. The Executive Assistants are relied on for their skill in understanding and recognizing the many demands on Executive Team members and effectively prioritizing or referring requests, receiving and distributing information in a timely manner, and maintaining a professional and helpful attitude that is a reflection of SANDAG.
Executive Assistant/Clerk of the Board role
As a member of the Executive Office, the Executive Assistant/Clerk of the Board will perform a range of highly skilled and specialized administrative and secretarial duties for the Executive Director, Chief Deputy Executive Director, and other Executive Team members, serve as Clerk to the Board of Directors and Policy Advisory Committees, and provide information and assistance to agency employees, elected officials and staff from member agencies, community leaders, and the public regarding SANDAG services, programs, policies, and procedures.
Job Responsibilities
This opportunity is ideal for an experienced administrative professional with expertise in providing complex support to senior-level Executives. We anticipate significant career development will occur while working on the types of duties and responsibilities described below and through mentoring and close collaboration with Executive staff. Examples of primary responsibilities include:
Provide direct administrative support to the Executive Director, Chief Deputy Executive Director, General Counsel, and to other members of the SANDAG Executive team.
Serve as a liaison between the Executive office, other SANDAG departments, and external agencies, jurisdictions, and organizations at the local, state, and federal level.
Schedule appointments, coordinate meetings, and maintain the calendar for the Chief Deputy Executive Director and other Executive Team members; coordinate facility arrangements, meeting room set up, and audio-visual resource requirements; ensure meeting presentations, reports, and meetings notes are prepared; and greet guests scheduled to meet with Executive Team members.
Respond to telephone callers; determine the nature of inquiries and either provide requested information or transfer calls to appropriate employees; if required, take messages from callers and forward to employees, either written or verbally, in a timely and accurate manner for follow-up.
Receive and review mail for the Executive Director and the Chief Deputy Executive Director, and route to appropriate employees for information or action.
Attend monthly meetings of the Board of Directors, Policy Advisory Committees, and other committees as assigned, and use SoniClear recording software to record the meetings; prepare draft and final meeting minutes and actions for distribution within prescribed timeframes; maintain official records of meetings.
Contact Board and Policy Advisory Committee members to confirm attendance at meetings, respond to inquiries related to meetings and agendas, and coordinate the Board/Committee compensation process.
Coordinate and finalize travel requests for SANDAG employees and elected officials; process and follow-up on travel expense reports and requests for reimbursement.
Accurately prepare correspondence, memos, notices, and bulletins from rough draft, verbal instruction, or transcribing machine recordings in a timely manner; independently compose routine correspondence and reports as needed.
Assist the Office of the General Counsel with a variety of legal tasks, including the processing of Statements of Economic Interests (Conflict of Interest Forms 700) for Board/Committee members, consultants, and agency employees. Review and verify invoice information and prepare invoices for payment; monitor contract capacity; prepare status reports.
Gather or research data or materials for general information purposes or special reports by contacting employees, other departments, or agencies; distribute relevant information as directed.
Review materials that are submitted for the Chief Deputy Executive Director’s attention to determine if all relevant data, files, and signatures are included.
Experience and Qualifications
Numerous factors contribute to an individual’s ability to be successful in any given role. For this position, we are searching for an articulate, outgoing, and conscientious person experienced with public meeting procedures, the preparation of agendas, and providing assistance to a decision-making body. The successful candidate will be a personable, organized, and detail-oriented individual dedicated to handling all duties in a professional and helpful manner while meeting numerous time-sensitive deadlines. Excellent computer skills, superior communication skills, and the ability to exercise diplomacy, tact, and sensitivity are key characteristics.
The minimum education, training, and experience qualifications include a high school diploma or equivalent supplemented by specialized secretarial training or college level business courses and seven years of increasingly responsible experience providing administrative support to senior Executives. Experience supporting an official public agency similar in size and complexity to SANDAG is preferred.
The following information describes the specific types of career experiences that are most relevant to this position.
Demonstrated experience providing complex administrative support services for senior executive staff; previous experience with elected officials, municipal government, city/county departments, and operations is desirable.
Experience scheduling and coordinating a high volume of appointments/meetings with numerous attendees, and maintaining a calendar of activities, meetings, and events for senior executives; demonstrated ability to understand appointment priorities and negotiate requests for time.
Knowledge of public meeting procedures; experience providing support to a Board, Committee, or other decision-making body; experience attending meetings to record minutes and summarize actions; ability to transcribe meeting information into official minutes for public distribution.
Demonstrated ability to create and format a wide variety of electronic documents ranging from routine letters and memos, to more complex agendas and long reports; demonstrated proficiency with advanced document formatting processes using MS Word; demonstrated ability to type or take notes at a speed necessary for successful job performance.
Experience coordinating employee travel requests and preparing expense reports/requests for reimbursement.
Demonstrated ability to work with sensitive information and maintain confidentiality.
Experience maintaining files and records including hard copy and electronic files; experience preparing invoices for payment; ability to research, gather, organize and arrange a diverse range of information; ability to keep complex records and prepare reports.
Excellent customer service skills including strong verbal and written communication skills for responding to telephone and email inquiries.
Demonstrated ability to work well under pressure and with frequent interruptions from telephone calls, visitors, and employees; effective time management skills and the ability to perform multiple tasks simultaneously.
Excellent organizational skills and the ability to exercise good judgment, work independently, and meet strict deadlines.
Ability to establish and maintain effective working relationships with department executives, elected and appointed officials of other governmental agencies, employees, community and business leaders, the public and others encountered in the course of work.
Demonstrated computer software proficiency using various programs from the Microsoft Office Suite (particularly Word and Excel) and other PC-based applications.
Certification as a Notary Public is desirable.
Candidates must pass a pre-employment criminal background and credit check; periodic background checks will be a condition of ongoing employment. The selected candidate also can anticipate a driving record check upon hire, and approximately annually thereafter.
Salary and Benefits
SANDAG rewards the efforts of its employees with a comprehensive compensation package. Competitive salaries are supplemented with a flexible and generous offering of health, financial security, and time-off benefits to meet the work and life needs of employees and their families.
The Executive Assistant/Clerk of the Board position has an annual salary range of $56,170 to $89,873; the starting salary will depend on the qualifications and experience of the selected candidate.
Our benefits include traditional health, dental, and vision insurance as well as employee assistance, wellness, and work/life balance programs. To support the need to rest and rejuvenate, employees are provided with a bank of paid time off in addition to paid holidays. Contributions to financial security are provided through a pension plan and deferred compensation program.
How to Apply
We encourage all interested candidates to apply for this position by completing a SANDAG Employment Application form. Resumes, cover letters, and work samples may be submitted in addition to the Employment Application but are not a substitute for this document.
The Employment Application can be downloaded in PDF format from the SANDAG website. Alternatively, a copy can be requested by calling (619) 699-1900 or emailing hr@sandag.org . Completed applications and related materials can be submitted via e-mail, fax, regular mail, courier, or delivered by hand. See our Careers / How to Apply webpage for additional information.
This position is Open until Filled. The first review of applications will begin on February 22, 2019.
In compliance with the Americans with Disabilities Act (ADA), SANDAG will accommodate persons who require assistance in order to apply for a position at SANDAG. Applicants requiring an accommodation due to a disability during any stage of the recruitment and selection process, including requesting this document and related application materials in an alternative format, should make their needs known by contacting Human Resources at (619) 699-1900, (619) 699-1904 (TTY), fax (619) 699-6905, or hr@sandag.org .
Additional Application Requirement
To help us further evaluate the skills and experience of individuals interested in this position, candidates are asked to respond to the Supplemental Questions below. The information can be up to 500 words per question and should be submitted with the Employment Application. This is considered a required component of the application; applications received without a response will be screened out of the selection process.
Supplemental Questions
Describe your experience providing complex administrative support for meetings of executives, elected officials, or other groups.
Describe the strategies you use for balancing a variety of tasks while working to meet multiple deadlines. How do you prioritize projects that may have conflicting deadlines?
Candidate Selection and Notification
Following the first review date for applications, all candidates will receive written confirmation that their application has been received. The hiring manager will begin reviewing and evaluating applications within a few days of the first review date. Based on this evaluation, the best qualified candidates will be invited to continue in the selection process. All candidates will receive written notification as to the final outcome of their application.
Further Information
The SANDAG website contains a wealth of information about our various project and program areas. The Careers section of the site lists all of our current Job Openings as well as information on how to apply for positions and Frequently Asked Questions about our recruitment process.
In compliance with the Immigration Reform and Control Act of 1986, applicants hired by SANDAG must show acceptable proof of identity and evidence of authorization to work in the United States.
SANDAG is an Equal Opportunity Employer
Full Time
Overview of the Executive Office
The success of SANDAG as a regional agency is firmly grounded in our ability to establish and nurture relationships with our member agencies as well as with federal, state, and regional policymakers, and other key stakeholders in our programs and projects. The Executive Office serves as a critical link between the Board of Directors, who establish the overall direction and priorities for the agency, and employees, who are responsible for achieving the program and project goals of the Board. The Executive Office includes key leadership positions such as the Executive Director and Chief Deputy Executive Director as well as specialized departments and positions whose purview is to provide technical expertise and guidance throughout the agency as well as to the Board and Policy Advisory Committees.
An important element of the complex administrative and political support the agency provides to the Board of Directors lies with our two Executive Assistants who maintain strong working relationships with elected officials, staff from member agencies, business and community leaders, and with employees at all levels within the organization. The Executive Assistants are relied on for their skill in understanding and recognizing the many demands on Executive Team members and effectively prioritizing or referring requests, receiving and distributing information in a timely manner, and maintaining a professional and helpful attitude that is a reflection of SANDAG.
Executive Assistant/Clerk of the Board role
As a member of the Executive Office, the Executive Assistant/Clerk of the Board will perform a range of highly skilled and specialized administrative and secretarial duties for the Executive Director, Chief Deputy Executive Director, and other Executive Team members, serve as Clerk to the Board of Directors and Policy Advisory Committees, and provide information and assistance to agency employees, elected officials and staff from member agencies, community leaders, and the public regarding SANDAG services, programs, policies, and procedures.
Job Responsibilities
This opportunity is ideal for an experienced administrative professional with expertise in providing complex support to senior-level Executives. We anticipate significant career development will occur while working on the types of duties and responsibilities described below and through mentoring and close collaboration with Executive staff. Examples of primary responsibilities include:
Provide direct administrative support to the Executive Director, Chief Deputy Executive Director, General Counsel, and to other members of the SANDAG Executive team.
Serve as a liaison between the Executive office, other SANDAG departments, and external agencies, jurisdictions, and organizations at the local, state, and federal level.
Schedule appointments, coordinate meetings, and maintain the calendar for the Chief Deputy Executive Director and other Executive Team members; coordinate facility arrangements, meeting room set up, and audio-visual resource requirements; ensure meeting presentations, reports, and meetings notes are prepared; and greet guests scheduled to meet with Executive Team members.
Respond to telephone callers; determine the nature of inquiries and either provide requested information or transfer calls to appropriate employees; if required, take messages from callers and forward to employees, either written or verbally, in a timely and accurate manner for follow-up.
Receive and review mail for the Executive Director and the Chief Deputy Executive Director, and route to appropriate employees for information or action.
Attend monthly meetings of the Board of Directors, Policy Advisory Committees, and other committees as assigned, and use SoniClear recording software to record the meetings; prepare draft and final meeting minutes and actions for distribution within prescribed timeframes; maintain official records of meetings.
Contact Board and Policy Advisory Committee members to confirm attendance at meetings, respond to inquiries related to meetings and agendas, and coordinate the Board/Committee compensation process.
Coordinate and finalize travel requests for SANDAG employees and elected officials; process and follow-up on travel expense reports and requests for reimbursement.
Accurately prepare correspondence, memos, notices, and bulletins from rough draft, verbal instruction, or transcribing machine recordings in a timely manner; independently compose routine correspondence and reports as needed.
Assist the Office of the General Counsel with a variety of legal tasks, including the processing of Statements of Economic Interests (Conflict of Interest Forms 700) for Board/Committee members, consultants, and agency employees. Review and verify invoice information and prepare invoices for payment; monitor contract capacity; prepare status reports.
Gather or research data or materials for general information purposes or special reports by contacting employees, other departments, or agencies; distribute relevant information as directed.
Review materials that are submitted for the Chief Deputy Executive Director’s attention to determine if all relevant data, files, and signatures are included.
Experience and Qualifications
Numerous factors contribute to an individual’s ability to be successful in any given role. For this position, we are searching for an articulate, outgoing, and conscientious person experienced with public meeting procedures, the preparation of agendas, and providing assistance to a decision-making body. The successful candidate will be a personable, organized, and detail-oriented individual dedicated to handling all duties in a professional and helpful manner while meeting numerous time-sensitive deadlines. Excellent computer skills, superior communication skills, and the ability to exercise diplomacy, tact, and sensitivity are key characteristics.
The minimum education, training, and experience qualifications include a high school diploma or equivalent supplemented by specialized secretarial training or college level business courses and seven years of increasingly responsible experience providing administrative support to senior Executives. Experience supporting an official public agency similar in size and complexity to SANDAG is preferred.
The following information describes the specific types of career experiences that are most relevant to this position.
Demonstrated experience providing complex administrative support services for senior executive staff; previous experience with elected officials, municipal government, city/county departments, and operations is desirable.
Experience scheduling and coordinating a high volume of appointments/meetings with numerous attendees, and maintaining a calendar of activities, meetings, and events for senior executives; demonstrated ability to understand appointment priorities and negotiate requests for time.
Knowledge of public meeting procedures; experience providing support to a Board, Committee, or other decision-making body; experience attending meetings to record minutes and summarize actions; ability to transcribe meeting information into official minutes for public distribution.
Demonstrated ability to create and format a wide variety of electronic documents ranging from routine letters and memos, to more complex agendas and long reports; demonstrated proficiency with advanced document formatting processes using MS Word; demonstrated ability to type or take notes at a speed necessary for successful job performance.
Experience coordinating employee travel requests and preparing expense reports/requests for reimbursement.
Demonstrated ability to work with sensitive information and maintain confidentiality.
Experience maintaining files and records including hard copy and electronic files; experience preparing invoices for payment; ability to research, gather, organize and arrange a diverse range of information; ability to keep complex records and prepare reports.
Excellent customer service skills including strong verbal and written communication skills for responding to telephone and email inquiries.
Demonstrated ability to work well under pressure and with frequent interruptions from telephone calls, visitors, and employees; effective time management skills and the ability to perform multiple tasks simultaneously.
Excellent organizational skills and the ability to exercise good judgment, work independently, and meet strict deadlines.
Ability to establish and maintain effective working relationships with department executives, elected and appointed officials of other governmental agencies, employees, community and business leaders, the public and others encountered in the course of work.
Demonstrated computer software proficiency using various programs from the Microsoft Office Suite (particularly Word and Excel) and other PC-based applications.
Certification as a Notary Public is desirable.
Candidates must pass a pre-employment criminal background and credit check; periodic background checks will be a condition of ongoing employment. The selected candidate also can anticipate a driving record check upon hire, and approximately annually thereafter.
Salary and Benefits
SANDAG rewards the efforts of its employees with a comprehensive compensation package. Competitive salaries are supplemented with a flexible and generous offering of health, financial security, and time-off benefits to meet the work and life needs of employees and their families.
The Executive Assistant/Clerk of the Board position has an annual salary range of $56,170 to $89,873; the starting salary will depend on the qualifications and experience of the selected candidate.
Our benefits include traditional health, dental, and vision insurance as well as employee assistance, wellness, and work/life balance programs. To support the need to rest and rejuvenate, employees are provided with a bank of paid time off in addition to paid holidays. Contributions to financial security are provided through a pension plan and deferred compensation program.
How to Apply
We encourage all interested candidates to apply for this position by completing a SANDAG Employment Application form. Resumes, cover letters, and work samples may be submitted in addition to the Employment Application but are not a substitute for this document.
The Employment Application can be downloaded in PDF format from the SANDAG website. Alternatively, a copy can be requested by calling (619) 699-1900 or emailing hr@sandag.org . Completed applications and related materials can be submitted via e-mail, fax, regular mail, courier, or delivered by hand. See our Careers / How to Apply webpage for additional information.
This position is Open until Filled. The first review of applications will begin on February 22, 2019.
In compliance with the Americans with Disabilities Act (ADA), SANDAG will accommodate persons who require assistance in order to apply for a position at SANDAG. Applicants requiring an accommodation due to a disability during any stage of the recruitment and selection process, including requesting this document and related application materials in an alternative format, should make their needs known by contacting Human Resources at (619) 699-1900, (619) 699-1904 (TTY), fax (619) 699-6905, or hr@sandag.org .
Additional Application Requirement
To help us further evaluate the skills and experience of individuals interested in this position, candidates are asked to respond to the Supplemental Questions below. The information can be up to 500 words per question and should be submitted with the Employment Application. This is considered a required component of the application; applications received without a response will be screened out of the selection process.
Supplemental Questions
Describe your experience providing complex administrative support for meetings of executives, elected officials, or other groups.
Describe the strategies you use for balancing a variety of tasks while working to meet multiple deadlines. How do you prioritize projects that may have conflicting deadlines?
Candidate Selection and Notification
Following the first review date for applications, all candidates will receive written confirmation that their application has been received. The hiring manager will begin reviewing and evaluating applications within a few days of the first review date. Based on this evaluation, the best qualified candidates will be invited to continue in the selection process. All candidates will receive written notification as to the final outcome of their application.
Further Information
The SANDAG website contains a wealth of information about our various project and program areas. The Careers section of the site lists all of our current Job Openings as well as information on how to apply for positions and Frequently Asked Questions about our recruitment process.
In compliance with the Immigration Reform and Control Act of 1986, applicants hired by SANDAG must show acceptable proof of identity and evidence of authorization to work in the United States.
SANDAG is an Equal Opportunity Employer
San Diego Association of Governments - SANDAG
San Diego, CA, USA
Overview of the Business Services Team
The Administration Department contributes to the overall effectiveness of SANDAG by providing a comprehensive range of professional administrative services that support the agency’s business operations and works closely with other departments, member agencies, and external organizations. The department is organized into five teams: Business Services, Contracts and Procurement, Document Processing, Human Resources, and Small Business Development.
Among its responsibilities, the Business Services team coordinates day-to-day facility maintenance activities, maintains the agency’s fleet vehicles, performs copy center and mail distribution services, and provides support for public meetings and events held at the SANDAG offices and other locations throughout the region. During the past six months, the team has produced agendas and materials and provided set-up and support for more than 180 agency meetings and events. The team is highly regarded for their outstanding work product and service to employees throughout the agency.
Business and Meeting Support Specialist Role
The primary responsibilities for this position include planning and coordinating logistical support for public meetings and other agency events, including collaboration with other agency staff regarding the preparation for Board of Directors and Policy Advisory Committee meetings. This position also will assist other Business Services team members with various functions necessary for business operations.
Job Responsibilities
This position is ideal for an experienced meeting or event coordinator, ideally familiar with public meeting procedures. We anticipate career development will occur while working on the types of duties and responsibilities described below and through mentoring and close collaboration with supervisors, managers, and colleagues. Examples of primary responsibilities include:
Participate as a key member of the planning and logistics team for all Board of Director (BOD) and Policy Advisory Committee (PAC) meetings; liaise with the Clerk of the Board, Office of General Counsel, Government Relations, Communications, Information Systems, Document Processing, and presenters to prepare for each meeting.
Participate in dry-runs for BOD and PAC meetings to support audio-visual presentations, voting system, and other functions; cue and test PowerPoints and other media; interact with elected officials, stakeholders, presenters, and the public during meetings.
Prepare and operate the voting system for BOD and PAC meetings; maintain a general knowledge of BOD and PAC voting procedures; troubleshoot issues quickly and efficiently; coordinate with voting software consultant as needed.
Test and ensure proper set-up and operation of audio-visual equipment and software in SANDAG conference rooms including computers/laptops, projectors, televisions, CD/DVD players, Soni-Clear (meeting minutes software), and web browsers; coordinate support from IS staff or vendors when needed.
Coordinate and reserve conference rooms for meetings; develop and maintain conference room set-up options; coordinate with staff on room set-up needs.
Create and set-out name tents and directional signage, re-arrange furniture and ensure adequate seating, prepare and supply beverages, provide handouts, and assist with post-meeting clean-up.
Participate on multi-departmental and/or inter-agency teams to assist with logistics for special off-site events such as retreats, community outreach events, mini-conferences, and staff programs.
Support offsite meetings by gathering and preparing materials and supplies in advance such as easels, laptops, audio-visual equipment, beverages, and meeting supplies; make purchases of special items, load/unload agency vehicles, and assist at offsite locations.
Serve as a backup for other team members; assist is service areas including central copy services, reception, mail, supply ordering, fleet vehicles, liaise with vendors, movers, and the property management company.
Respond to a broad range of inquiries, questions, and concerns from employees or guests to the agency and provide effective guidance and information regarding policies, procedures, and programs.
Maintain a superior level of customer service and professional demeanor at all times; exercise discretion, tact, and diplomacy when handling sensitive, controversial, or difficult situations.
Receive, reconcile, and verify monthly or ad-hoc invoices; determine project charge codes; process invoices for payment; assist with monitoring and tracking supply budget; participate in procurement of goods and services as needed.
Respond to mail, telephone calls and messages, email, and internal correspondence in a prompt, professional, and courteous manner.
Experience and Qualifications
Numerous factors contribute to an individual’s ability to be successful in any given role. For this position, we are searching for a candidate who is personable, organized, detail-oriented, and capable of handling all duties in a professional and helpful manner while meeting numerous time-sensitive deadlines. Excellent communication skills and the ability to exercise sound judgment are essential to this position.
The minimum education, training, and experience qualifications include a high school diploma, or equivalent, and a minimum of five years of recent experience performing meeting and business support functions, preferably in a professional office environment or government agency. Coursework or training specific to meeting or event planning is desirable and may substitute for some experience.
The following information describes the specific types of career experiences that are most relevant to this position.
Experience coordinating meeting logistics, room set-up, and special meeting requests.
Familiarity with modern meeting equipment and technologies such as audio/visual systems and software, conference phones/calls, laptops, projectors, and microphones; experience troubleshooting technological issues quickly and efficiently.
Knowledge of public meeting procedures, governance, various voting procedures, and experience working with governing bodies and/or elected officials is desirable.
Experience scheduling and maintaining multiple meeting room calendars.
Experience supporting special events such as offsite meetings, retreats, community outreach events, and conferences; experience coordinating logistical arrangements such as catering, room reservations, parking arrangements.
Experience reviewing and processing vendor invoices; experience coordinating with vendors regarding invoicing issues or concerns.
Ability to perform basic math; experience processing invoices for payment; ability to keep accurate records and complete files.
Demonstrated ability to establish, maintain, and foster positive, harmonious, and cooperative working relationships with those contacted in the course of business, including elected officials, representatives from partner organizations, members of the public, consultants and vendors, and other individuals having business with SANDAG.
Excellent time management and organizational skills and the ability to prioritize multiple tasks in a fast-paced environment; ability to effectively plan and coordinate work with others, exercise good judgment, work well under pressure, and work independently.
Ability to recognize problems, propose practical solutions, and put solutions into action; demonstrated ability to offer suggestions and options to customers.
A working knowledge of the Windows operating system, experience using the Microsoft Office Suite (particularly Word, Excel, PowerPoint, and Outlook), conducting research on the Internet, and other PC-based applications.
Ability to perform physical activities, such as, but not limited to, lifting heavy items, standing for extended periods of time, bending, climbing, or walking; the final candidate can anticipate a pre-employment physical where the ability to move 50-pound boxes and other heavy items must be demonstrated.
Possession of a valid California driver’s license or the ability to obtain one. The final candidate must successfully pass a pre-employment driving record check, and annual driving record checks will be a condition of employment.
Salary and Benefits
SANDAG rewards the efforts of its employees with a comprehensive compensation package. Competitive salaries are supplemented with a flexible offering of health, financial security, and time-off benefits to meet the work and life needs of employees and their families.
The Business and Meeting Specialist position has an annual salary range of $38,018 to $60,829 per year; the starting salary will depend on the qualifications and experience of the selected candidate.
Our benefits include traditional health, dental, and vision insurance as well as employee assistance, wellness, and work/life balance programs. Retirement and financial security benefits are provided through a pension plan and deferred compensation program. And to support the need to rest and rejuvenate, employees are provided with a bank of paid time off in addition to paid holidays.
How to Apply
We encourage all interested candidates to apply for this position by completing a SANDAG Employment Application form. Resumes, cover letters, and work samples may be submitted in addition to the Employment Application but are not a substitute for this document.
The Employment Application can be downloaded in PDF format from the SANDAG website. Alternatively, a copy can be requested by calling (619) 699-1900 or emailing hr@sandag.org . Completed applications and related materials can be submitted via email, fax, regular mail, courier, or delivered by hand. See our Careers / How to Apply webpage for additional information.
This position is Open until Filled. The first review of applications will begin on February 22, 2019.
In compliance with the Americans with Disabilities Act (ADA), SANDAG will accommodate persons who require assistance in order to apply for a position at SANDAG. Applicants requiring an accommodation due to a disability during any stage of the recruitment and selection process, including requesting this document and related application materials in an alternative format, should make their needs known by contacting Human Resources at (619) 699-1900, (619) 699-1904 (TTY), fax (619) 699-6905, or hr@sandag.org .
Application Supplement
To help us further evaluate the skills and experience of individuals interested in this position, applicants are asked to respond to the Supplemental Questions below. The information should be submitted with the Employment Application. This is considered a required component of the application; applications received without a response will be screened out of the selection process.
Supplemental Questions
Provide an example of a time when you helped to improve the efficiency of an office process or procedure. Please provide an example from your experience that is related to the information presented in this position announcement.
Provide an example that highlights your organizational skills and abilities.
Candidate Selection and Notification
Following the first review date for applications, candidates will receive written confirmation that their application has been received. The hiring manager will begin reviewing and evaluating applications within a few days of the first review date. Based on this evaluation, the best qualified candidates will be invited to continue in the selection process. All candidates will receive written notification as to the final outcome of their application.
Further Information
The SANDAG website contains a wealth of information about our various project and program areas. The Careers section of the site lists all of our current Job Openings as well as information on how to apply for positions and Frequently Asked Questions about our recruitment process.
In compliance with the Immigration Reform and Control Act of 1986, applicants hired by SANDAG must show acceptable proof of identity and evidence of authorization to work in the United States.
SANDAG is an Equal Opportunity Employer
Full Time
Overview of the Business Services Team
The Administration Department contributes to the overall effectiveness of SANDAG by providing a comprehensive range of professional administrative services that support the agency’s business operations and works closely with other departments, member agencies, and external organizations. The department is organized into five teams: Business Services, Contracts and Procurement, Document Processing, Human Resources, and Small Business Development.
Among its responsibilities, the Business Services team coordinates day-to-day facility maintenance activities, maintains the agency’s fleet vehicles, performs copy center and mail distribution services, and provides support for public meetings and events held at the SANDAG offices and other locations throughout the region. During the past six months, the team has produced agendas and materials and provided set-up and support for more than 180 agency meetings and events. The team is highly regarded for their outstanding work product and service to employees throughout the agency.
Business and Meeting Support Specialist Role
The primary responsibilities for this position include planning and coordinating logistical support for public meetings and other agency events, including collaboration with other agency staff regarding the preparation for Board of Directors and Policy Advisory Committee meetings. This position also will assist other Business Services team members with various functions necessary for business operations.
Job Responsibilities
This position is ideal for an experienced meeting or event coordinator, ideally familiar with public meeting procedures. We anticipate career development will occur while working on the types of duties and responsibilities described below and through mentoring and close collaboration with supervisors, managers, and colleagues. Examples of primary responsibilities include:
Participate as a key member of the planning and logistics team for all Board of Director (BOD) and Policy Advisory Committee (PAC) meetings; liaise with the Clerk of the Board, Office of General Counsel, Government Relations, Communications, Information Systems, Document Processing, and presenters to prepare for each meeting.
Participate in dry-runs for BOD and PAC meetings to support audio-visual presentations, voting system, and other functions; cue and test PowerPoints and other media; interact with elected officials, stakeholders, presenters, and the public during meetings.
Prepare and operate the voting system for BOD and PAC meetings; maintain a general knowledge of BOD and PAC voting procedures; troubleshoot issues quickly and efficiently; coordinate with voting software consultant as needed.
Test and ensure proper set-up and operation of audio-visual equipment and software in SANDAG conference rooms including computers/laptops, projectors, televisions, CD/DVD players, Soni-Clear (meeting minutes software), and web browsers; coordinate support from IS staff or vendors when needed.
Coordinate and reserve conference rooms for meetings; develop and maintain conference room set-up options; coordinate with staff on room set-up needs.
Create and set-out name tents and directional signage, re-arrange furniture and ensure adequate seating, prepare and supply beverages, provide handouts, and assist with post-meeting clean-up.
Participate on multi-departmental and/or inter-agency teams to assist with logistics for special off-site events such as retreats, community outreach events, mini-conferences, and staff programs.
Support offsite meetings by gathering and preparing materials and supplies in advance such as easels, laptops, audio-visual equipment, beverages, and meeting supplies; make purchases of special items, load/unload agency vehicles, and assist at offsite locations.
Serve as a backup for other team members; assist is service areas including central copy services, reception, mail, supply ordering, fleet vehicles, liaise with vendors, movers, and the property management company.
Respond to a broad range of inquiries, questions, and concerns from employees or guests to the agency and provide effective guidance and information regarding policies, procedures, and programs.
Maintain a superior level of customer service and professional demeanor at all times; exercise discretion, tact, and diplomacy when handling sensitive, controversial, or difficult situations.
Receive, reconcile, and verify monthly or ad-hoc invoices; determine project charge codes; process invoices for payment; assist with monitoring and tracking supply budget; participate in procurement of goods and services as needed.
Respond to mail, telephone calls and messages, email, and internal correspondence in a prompt, professional, and courteous manner.
Experience and Qualifications
Numerous factors contribute to an individual’s ability to be successful in any given role. For this position, we are searching for a candidate who is personable, organized, detail-oriented, and capable of handling all duties in a professional and helpful manner while meeting numerous time-sensitive deadlines. Excellent communication skills and the ability to exercise sound judgment are essential to this position.
The minimum education, training, and experience qualifications include a high school diploma, or equivalent, and a minimum of five years of recent experience performing meeting and business support functions, preferably in a professional office environment or government agency. Coursework or training specific to meeting or event planning is desirable and may substitute for some experience.
The following information describes the specific types of career experiences that are most relevant to this position.
Experience coordinating meeting logistics, room set-up, and special meeting requests.
Familiarity with modern meeting equipment and technologies such as audio/visual systems and software, conference phones/calls, laptops, projectors, and microphones; experience troubleshooting technological issues quickly and efficiently.
Knowledge of public meeting procedures, governance, various voting procedures, and experience working with governing bodies and/or elected officials is desirable.
Experience scheduling and maintaining multiple meeting room calendars.
Experience supporting special events such as offsite meetings, retreats, community outreach events, and conferences; experience coordinating logistical arrangements such as catering, room reservations, parking arrangements.
Experience reviewing and processing vendor invoices; experience coordinating with vendors regarding invoicing issues or concerns.
Ability to perform basic math; experience processing invoices for payment; ability to keep accurate records and complete files.
Demonstrated ability to establish, maintain, and foster positive, harmonious, and cooperative working relationships with those contacted in the course of business, including elected officials, representatives from partner organizations, members of the public, consultants and vendors, and other individuals having business with SANDAG.
Excellent time management and organizational skills and the ability to prioritize multiple tasks in a fast-paced environment; ability to effectively plan and coordinate work with others, exercise good judgment, work well under pressure, and work independently.
Ability to recognize problems, propose practical solutions, and put solutions into action; demonstrated ability to offer suggestions and options to customers.
A working knowledge of the Windows operating system, experience using the Microsoft Office Suite (particularly Word, Excel, PowerPoint, and Outlook), conducting research on the Internet, and other PC-based applications.
Ability to perform physical activities, such as, but not limited to, lifting heavy items, standing for extended periods of time, bending, climbing, or walking; the final candidate can anticipate a pre-employment physical where the ability to move 50-pound boxes and other heavy items must be demonstrated.
Possession of a valid California driver’s license or the ability to obtain one. The final candidate must successfully pass a pre-employment driving record check, and annual driving record checks will be a condition of employment.
Salary and Benefits
SANDAG rewards the efforts of its employees with a comprehensive compensation package. Competitive salaries are supplemented with a flexible offering of health, financial security, and time-off benefits to meet the work and life needs of employees and their families.
The Business and Meeting Specialist position has an annual salary range of $38,018 to $60,829 per year; the starting salary will depend on the qualifications and experience of the selected candidate.
Our benefits include traditional health, dental, and vision insurance as well as employee assistance, wellness, and work/life balance programs. Retirement and financial security benefits are provided through a pension plan and deferred compensation program. And to support the need to rest and rejuvenate, employees are provided with a bank of paid time off in addition to paid holidays.
How to Apply
We encourage all interested candidates to apply for this position by completing a SANDAG Employment Application form. Resumes, cover letters, and work samples may be submitted in addition to the Employment Application but are not a substitute for this document.
The Employment Application can be downloaded in PDF format from the SANDAG website. Alternatively, a copy can be requested by calling (619) 699-1900 or emailing hr@sandag.org . Completed applications and related materials can be submitted via email, fax, regular mail, courier, or delivered by hand. See our Careers / How to Apply webpage for additional information.
This position is Open until Filled. The first review of applications will begin on February 22, 2019.
In compliance with the Americans with Disabilities Act (ADA), SANDAG will accommodate persons who require assistance in order to apply for a position at SANDAG. Applicants requiring an accommodation due to a disability during any stage of the recruitment and selection process, including requesting this document and related application materials in an alternative format, should make their needs known by contacting Human Resources at (619) 699-1900, (619) 699-1904 (TTY), fax (619) 699-6905, or hr@sandag.org .
Application Supplement
To help us further evaluate the skills and experience of individuals interested in this position, applicants are asked to respond to the Supplemental Questions below. The information should be submitted with the Employment Application. This is considered a required component of the application; applications received without a response will be screened out of the selection process.
Supplemental Questions
Provide an example of a time when you helped to improve the efficiency of an office process or procedure. Please provide an example from your experience that is related to the information presented in this position announcement.
Provide an example that highlights your organizational skills and abilities.
Candidate Selection and Notification
Following the first review date for applications, candidates will receive written confirmation that their application has been received. The hiring manager will begin reviewing and evaluating applications within a few days of the first review date. Based on this evaluation, the best qualified candidates will be invited to continue in the selection process. All candidates will receive written notification as to the final outcome of their application.
Further Information
The SANDAG website contains a wealth of information about our various project and program areas. The Careers section of the site lists all of our current Job Openings as well as information on how to apply for positions and Frequently Asked Questions about our recruitment process.
In compliance with the Immigration Reform and Control Act of 1986, applicants hired by SANDAG must show acceptable proof of identity and evidence of authorization to work in the United States.
SANDAG is an Equal Opportunity Employer
Monterey County Sheriff's Department
1414 Natividad Road, Salinas, CA, USA
FINAL FILING DATE: Continuous. Exam 19/80I16/01LA
PRIORITY SCREENING DATE: Friday, February 15, 2019. Applications received after February 15th, will be screened on a monthly basis.
The Sheriff 's Office is comprised of the Administration, Corrections and Enforcement Operation Bureaus. The Sheriff’s Office delivers public safety to the residents of Monterey County by providing 24-hour uniformed patrol, investigations, custody services, court security, and law enforcement support.
The Sheriff’s Records Specialist work s in the Records Division of the Administration Operations Bureau. This non-safety position works within a 24-hour, 7-day weekly schedule and independently performs complex specialized law enforcement records work requiring a working knowledge and application of law enforcement codes, vocabulary and procedures.
Candidates will be considered at both the Sheriff’s Records Specialist I and II levels. Candidates appointed to the Sheriff’s Records Specialist I level may be promoted to the Sheriff’s Records Specialist II level subject to meeting the employment standards for the higher job class and receiving a recommendation for promotion by the appointing authority. The Sheriff’s Records Specialist I and II levels have the upward mobility to compete for future positions such as: Sr. Sheriff’s Records Specialist and Sheriff’s Records Supervisor. The Eligible List established by this recruitment process will be used to fill current and future vacancies as they arise.
The ideal candidate will have strong customer service skills and able to communicate effectively. The ideal candidate will demonstrate the ability to read and process various legal documents and will also get along with others and be a team player.
THE SUCCESSFUL CANDIDATE
Will demonstrate the following knowledge, skills and abilities:
Sheriff’s Records Specialist I:
Working knowledge of: Basic functions and activities of a law enforcement agency; Basic record keeping and accounting methods and procedures; Computer operating systems; Correct English usage, grammar, and rules of punctuation and spelling; Multiple automated and manual criminal justice systems and subsystems; departmental operations, procedures, and regulations; and criminal justice systems; Codes, ordinances, and legal procedures for coding, processing, and disseminating criminal history and incident information; Criminal justice procedures, functions and relationships of the criminal justice system, court, and law enforcement agencies; Variety of professional code languages used in law enforcement; Penal, Vehicle, Civil, Health and Safety, Welfare and Institutions, Municipal and other statutory codes and authorities; Standard and legal requirements on confidentiality and privacy.
Skill and Ability to:
Access automated criminal justice information systems to enter, modify, and retrieve data into local, state, and national computer systems; Work in a law enforcement environment; Develop a working knowledge of departmental operations, procedures, and regulations; Understand, interpret, and apply departmental policies, procedures, rules, laws, regulations, ordinances, functions, and processes applicable to the management of local, State and national law enforcement records; Perform a variety of detailed clerical work accurately that involves independent judgment with minimal supervision; and make decisions in procedural matters without immediate supervision; Handle stressful situations with the public and cope with a variety of individuals who may be hostile, aggressive, irate, uncooperative, and/or emotionally disturbed; Maintain effective working relationships with those contacted in the course of work; Communicate effectively orally and in writing, including skill to prepare reports; Demonstrate keyboard/typing skill at a net speed of 45 words per minute.
Sheriff’s Records Specialist II:
Thorough Knowledge of: Basic functions and activities of a law enforcement agency; Basic record keeping and accounting methods and procedures; Computer operating systems; Correct English usage, grammar, and rules of punctuation and spelling.
Skill and Ability to:
In addition to the above: Assume responsibility for a major clerical function to include the resolution of problems; Input, update, retrieve, store, purge information, and release data; identify vital information quickly and accurately, utilizing multiple automated and manual law enforcement data and filing systems; Enter, modify, and retrieve data into local, state, and national computers, and build a database, which establishes a criminal record; Read and process various legal documents such as court orders, booking documents, arrest records, incident records, files, and cases to identify information; Use discretion and sound judgment in the handling of restricted or sensitive and confidential information ensuring the security and confidentiality of restricted information; Assist in training as needed; give direction and guidance on specific assignments; and review and correct errors of others; and may testify in court.
EXAMPLES OF DUTIES:
Maintains confidential criminal records related to law enforcement activity; and operates, accesses, and queries multiple automated and manual criminal justice information systems and subsystems.
Performs warrant, subpoena, restraining order, criminal and traffic citation, felony and misdemeanor warrant, CLETS, NCIC and other criminal records processes.
Relays information by telephone or radio, on individuals and vehicles, to law enforcement officers in the field.
Reviews court and legal documents to verify that information is in accordance with applicable regulations, laws, and procedures.
EXAMPLES OF EXPERIENCE/EDUCATION/TRAINING:
Examples of ways to acquire the required knowledge and skills are:
Sheriff’s Records Specialist I: Two years of progressively responsible clerical experience of which one year was performing duties equivalent to the Monterey County class of Office Assistant III, in a position which provided exposure to heavy public contact, clerical processes and legal terminology; and completion of Peace Officer Standards & Training (P.O.S.T.) Basic Records Class.
Sheriff’s Records Specialist II: Two years of progressively responsible clerical experience of which one year was performing duties equivalent to the Monterey County class of Sheriff’s Records Specialist I; and completion of Peace Officer Standards & Training (P.O.S.T.) Basic Records Class.
ADDITIONAL INFORMATION:
Conditions of employment include, but are not limited to:
Required Conditions of Employment: Work flexible hours, shifts, weekends and holidays and be subject to holdover and callback duty; Provide a telephone number or means by which employee can be reached.
Background Review: Must successfully pass a thorough background process which includes a polygraph examination or voice stress analysis.
Visit the Monterey County website to view the complete job description: http://www.co.monterey.ca.us/government/departments-a-h/human-resources/human-resources/class-specifications
Benefits:
Monterey County offers an excellent benefits package. To view the “J“ Unit Benefit Summary please visit our website. This information is not legally binding, nor does it serve as a contract. The benefits listed in the Monterey County Personnel Policies and Practices Resolution or Memorandum of Understanding (MOU) prevail over this listing.
Notes:
Employment is contingent upon acceptable documentation verifying identity and authorization for employment in the U.S. If you are hired into this classification in a temporary position, your rate of pay will be hourly and you will not be eligible for the benefits listed in the summary.
Application and Selection Procedures
Apply On-Line at https://www.governmentjobs.com/careers/montereycounty
Applications may also be obtained from and submitted to:
Monterey County Sheriff’s Office
Attn: Human Resources
1414 Natividad Road
Salinas, CA 93906
Phone: (831) 755-3744 or (831) 755-3702 Fax: (831) 755-3828
The selection process is tentative and applicants will be notified if changes are made. The competitive selection process includes submittal of required application materials. A complete application packet will include:
A completed County of Monterey employment application
Response to the supplemental questions
For a guaranteed review, all required materials must be received by Friday, February 15, 2019. Applications received after February 15th will be screened on a monthly basis. Applicants who fail to provide all required materials will not be considered. Resumes, cover letters, letters of interest and other correspondence will not be accepted as a substitute for required application materials. All required application materials will be competitively evaluated. Those applicants that are determined to be the most appropriately qualified will be invited to participate further in the selection process. To assess applicants’ possession of required qualifications, the process may include an oral examination, pre-exam exercises, performance exam, and/or written examination.
Equal Opportunity
Monterey County is a drug free work place and an equal opportunity employer. The County seeks candidates who can make contributions in an environment of cultural and ethnic diversity. Monterey County provides reasonable accommodations for the disabled. If you believe you possess a disability that would require test accommodation, please call the Human Resources Analyst at (831) 755-3744.
Full Time
FINAL FILING DATE: Continuous. Exam 19/80I16/01LA
PRIORITY SCREENING DATE: Friday, February 15, 2019. Applications received after February 15th, will be screened on a monthly basis.
The Sheriff 's Office is comprised of the Administration, Corrections and Enforcement Operation Bureaus. The Sheriff’s Office delivers public safety to the residents of Monterey County by providing 24-hour uniformed patrol, investigations, custody services, court security, and law enforcement support.
The Sheriff’s Records Specialist work s in the Records Division of the Administration Operations Bureau. This non-safety position works within a 24-hour, 7-day weekly schedule and independently performs complex specialized law enforcement records work requiring a working knowledge and application of law enforcement codes, vocabulary and procedures.
Candidates will be considered at both the Sheriff’s Records Specialist I and II levels. Candidates appointed to the Sheriff’s Records Specialist I level may be promoted to the Sheriff’s Records Specialist II level subject to meeting the employment standards for the higher job class and receiving a recommendation for promotion by the appointing authority. The Sheriff’s Records Specialist I and II levels have the upward mobility to compete for future positions such as: Sr. Sheriff’s Records Specialist and Sheriff’s Records Supervisor. The Eligible List established by this recruitment process will be used to fill current and future vacancies as they arise.
The ideal candidate will have strong customer service skills and able to communicate effectively. The ideal candidate will demonstrate the ability to read and process various legal documents and will also get along with others and be a team player.
THE SUCCESSFUL CANDIDATE
Will demonstrate the following knowledge, skills and abilities:
Sheriff’s Records Specialist I:
Working knowledge of: Basic functions and activities of a law enforcement agency; Basic record keeping and accounting methods and procedures; Computer operating systems; Correct English usage, grammar, and rules of punctuation and spelling; Multiple automated and manual criminal justice systems and subsystems; departmental operations, procedures, and regulations; and criminal justice systems; Codes, ordinances, and legal procedures for coding, processing, and disseminating criminal history and incident information; Criminal justice procedures, functions and relationships of the criminal justice system, court, and law enforcement agencies; Variety of professional code languages used in law enforcement; Penal, Vehicle, Civil, Health and Safety, Welfare and Institutions, Municipal and other statutory codes and authorities; Standard and legal requirements on confidentiality and privacy.
Skill and Ability to:
Access automated criminal justice information systems to enter, modify, and retrieve data into local, state, and national computer systems; Work in a law enforcement environment; Develop a working knowledge of departmental operations, procedures, and regulations; Understand, interpret, and apply departmental policies, procedures, rules, laws, regulations, ordinances, functions, and processes applicable to the management of local, State and national law enforcement records; Perform a variety of detailed clerical work accurately that involves independent judgment with minimal supervision; and make decisions in procedural matters without immediate supervision; Handle stressful situations with the public and cope with a variety of individuals who may be hostile, aggressive, irate, uncooperative, and/or emotionally disturbed; Maintain effective working relationships with those contacted in the course of work; Communicate effectively orally and in writing, including skill to prepare reports; Demonstrate keyboard/typing skill at a net speed of 45 words per minute.
Sheriff’s Records Specialist II:
Thorough Knowledge of: Basic functions and activities of a law enforcement agency; Basic record keeping and accounting methods and procedures; Computer operating systems; Correct English usage, grammar, and rules of punctuation and spelling.
Skill and Ability to:
In addition to the above: Assume responsibility for a major clerical function to include the resolution of problems; Input, update, retrieve, store, purge information, and release data; identify vital information quickly and accurately, utilizing multiple automated and manual law enforcement data and filing systems; Enter, modify, and retrieve data into local, state, and national computers, and build a database, which establishes a criminal record; Read and process various legal documents such as court orders, booking documents, arrest records, incident records, files, and cases to identify information; Use discretion and sound judgment in the handling of restricted or sensitive and confidential information ensuring the security and confidentiality of restricted information; Assist in training as needed; give direction and guidance on specific assignments; and review and correct errors of others; and may testify in court.
EXAMPLES OF DUTIES:
Maintains confidential criminal records related to law enforcement activity; and operates, accesses, and queries multiple automated and manual criminal justice information systems and subsystems.
Performs warrant, subpoena, restraining order, criminal and traffic citation, felony and misdemeanor warrant, CLETS, NCIC and other criminal records processes.
Relays information by telephone or radio, on individuals and vehicles, to law enforcement officers in the field.
Reviews court and legal documents to verify that information is in accordance with applicable regulations, laws, and procedures.
EXAMPLES OF EXPERIENCE/EDUCATION/TRAINING:
Examples of ways to acquire the required knowledge and skills are:
Sheriff’s Records Specialist I: Two years of progressively responsible clerical experience of which one year was performing duties equivalent to the Monterey County class of Office Assistant III, in a position which provided exposure to heavy public contact, clerical processes and legal terminology; and completion of Peace Officer Standards & Training (P.O.S.T.) Basic Records Class.
Sheriff’s Records Specialist II: Two years of progressively responsible clerical experience of which one year was performing duties equivalent to the Monterey County class of Sheriff’s Records Specialist I; and completion of Peace Officer Standards & Training (P.O.S.T.) Basic Records Class.
ADDITIONAL INFORMATION:
Conditions of employment include, but are not limited to:
Required Conditions of Employment: Work flexible hours, shifts, weekends and holidays and be subject to holdover and callback duty; Provide a telephone number or means by which employee can be reached.
Background Review: Must successfully pass a thorough background process which includes a polygraph examination or voice stress analysis.
Visit the Monterey County website to view the complete job description: http://www.co.monterey.ca.us/government/departments-a-h/human-resources/human-resources/class-specifications
Benefits:
Monterey County offers an excellent benefits package. To view the “J“ Unit Benefit Summary please visit our website. This information is not legally binding, nor does it serve as a contract. The benefits listed in the Monterey County Personnel Policies and Practices Resolution or Memorandum of Understanding (MOU) prevail over this listing.
Notes:
Employment is contingent upon acceptable documentation verifying identity and authorization for employment in the U.S. If you are hired into this classification in a temporary position, your rate of pay will be hourly and you will not be eligible for the benefits listed in the summary.
Application and Selection Procedures
Apply On-Line at https://www.governmentjobs.com/careers/montereycounty
Applications may also be obtained from and submitted to:
Monterey County Sheriff’s Office
Attn: Human Resources
1414 Natividad Road
Salinas, CA 93906
Phone: (831) 755-3744 or (831) 755-3702 Fax: (831) 755-3828
The selection process is tentative and applicants will be notified if changes are made. The competitive selection process includes submittal of required application materials. A complete application packet will include:
A completed County of Monterey employment application
Response to the supplemental questions
For a guaranteed review, all required materials must be received by Friday, February 15, 2019. Applications received after February 15th will be screened on a monthly basis. Applicants who fail to provide all required materials will not be considered. Resumes, cover letters, letters of interest and other correspondence will not be accepted as a substitute for required application materials. All required application materials will be competitively evaluated. Those applicants that are determined to be the most appropriately qualified will be invited to participate further in the selection process. To assess applicants’ possession of required qualifications, the process may include an oral examination, pre-exam exercises, performance exam, and/or written examination.
Equal Opportunity
Monterey County is a drug free work place and an equal opportunity employer. The County seeks candidates who can make contributions in an environment of cultural and ethnic diversity. Monterey County provides reasonable accommodations for the disabled. If you believe you possess a disability that would require test accommodation, please call the Human Resources Analyst at (831) 755-3744.
San Diego Association of Governments - SANDAG
San Diego, CA, USA
Contracts and Procurement Program
SANDAG takes pride in contributing to the quality of life for the region’s residents through projects that enhance our transportation system and provide more options for moving throughout the region, placing sand on our beaches, developing and implementing bike and pedestrian projects, and preserving open space. To support these efforts, SANDAG procures around $280 million of goods and services each year. Examples of procurement needs include planning, modeling, economics and environmental consulting services; infrastructure construction and facilities maintenance projects; consulting expertise for engineering and intelligent transportation systems; and hardware, software, and other goods.
Working in close collaboration with project managers, the 25-person Contracts and Procurement team has a reputation for providing outstanding support and assistance as part of a public service organization. The Contracts and Procurement team is responsible for providing the framework, guidance, and expertise to ensure SANDAG contracts are awarded in an open, fair, and competitive manner.
Contracts and Procurement Analyst Roles
The Contracts and Procurement Analysts will support the acquisition of equipment, materials, and professional services through the preparation of solicitation and contracting documents. The Analysts will serve as a resource to project managers and will assist with various procurement activities and services in support of the agency’s contracting needs.
Three positions currently are available. These are Limited-Term employment opportunities and are expected to be funded until December 2021. Limited-Term Employees are “at-will” and receive many of the benefits as Regular employees.
Job Responsibilities
These positions are ideal for procurement professionals with a strong interest in furthering their expertise in public agency contracting processes. We anticipate significant career development will occur while undertaking the types of duties and responsibilities described below, as well as through close collaboration with senior staff. Examples of primary responsibilities include:
Communicate with and provide recommendations to project managers regarding options for the procurement of goods and services, as well as other contract-related items such as amendments, task orders, Memoranda of Understanding, leases, purchase orders, and grants.
Review draft versions of documents and provide technical assistance to project managers with the development of solicitation documents such as Requests for Offers (RFOs), Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and Invitations for Bids (IFBs).
Prepare and review contract amendments, task orders, assignments, and purchase orders in cooperation with project managers and the Office of General Counsel; research, gather, and compile information required for these documents.
Review and analyze scopes of work for potential legal implications or other risks to the agency; analyze project schedules, milestones, technical specifications, cost estimates, project budgets, insurance requirements, evaluation criteria, and other elements for thoroughness, completeness, and accuracy.
Coordinate the issuance and advertising of solicitation documents including the preparation of public notices, posting to electronic bid systems, and other outreach efforts.
Organize and coordinate pre-proposal meetings; prepare meeting materials and presentations; serve as meeting facilitator; summarize meeting minutes and questions and answers from attendees; post summary information.
Review submitted proposals for responsiveness; coordinate the evaluation of proposals with project managers; perform cost analyses and Disadvantaged Business Enterprise (DBE) utilization analyses; determine applicability of prevailing wage requirements; and assist project managers with the selection process and with developing recommendations for award.
Assist project managers with the negotiation of contracts that are fair and reasonable to both parties; review records of negotiation for accuracy and completeness.
Ensure contracts, agreements, amendments, task orders, and purchase orders are consistent with SANDAG guidelines and funding agency requirements; work with the Manager of Contracts and Procurement, Office of General Counsel, and consultants when necessary; coordinate the execution of contract documents with selected contractors/consultants.
Conduct reviews of insurance certification, and other documents for award.
Perform a variety of duties to monitor and coordinate contracts and purchasing compliance; administer agreements; assist with the resolution of disputes and initiate corrective actions; administer revisions, terminations, and follow-up work.
Develop and maintain records, documents, and reports for project managers, the Manager of Contracts and Procurement, the Executive Team, or Board of Directors; gather information, perform analyses, and provide appropriate recommendations.
Experience and Qualifications
Numerous factors contribute to an individual’s ability to be successful in any given role. For these positions, we are searching for candidates who are responsive, organized, and detail-oriented, and committed to providing professional, prompt, and accurate work products while meeting numerous time-sensitive deadlines. Excellent communication and customer service skills, analytical capabilities, and the ability to use sound judgment when working with contractors, consultants, and employees are important.
The minimum education, training, and experience qualifications include a bachelor’s degree with major course work in public administration, business administration, law, finance, or a related field, and one to four years of progressive career development supporting procurement and/or contracting functions. A combination of relevant education and recent work experience may be considered in lieu of the bachelor’s degree requirement.
The following information describes the specific types of career experiences that are most relevant to these positions:
Knowledge and experience with methodologies and strategies used in the procurement of professional services, equipment, or materials; experience with public agency contracting procedures is desirable.
Demonstrated experience providing technical guidance to project managers and preparing solicitations for competitive procurements and contract awards.
Demonstrated experience collaboratively preparing scopes of work, project schedules, milestones, technical specifications, cost estimates, project budgets, insurance requirements, and proposal evaluation criteria.
Experience coordinating advertising, posting, and outreach efforts for the procurement process including pre-bid/proposal meetings and bid openings.
Experience coordinating the evaluation of proposals including cost/price analysis, facilitating interviews, and other selection activities.
Ability to prepare contract and amendment documents that meet funding agency guidelines and requirements.
Experience negotiating contracts; experience analyzing and reviewing contracts to verify work statements, performance periods, and insurance certificates.
Familiarity with rules, regulations, and laws related to public agency contracts including the California Public Contract Code; specific knowledge of state or federal Department of Transportation procurement practices is desirable.
Familiarity with the sources of funding for regional transportation projects including Caltrans, Federal Transit Administration (FTA) and Federal Highway Administration (FHWA), and the ability to apply and incorporate funding agency requirements into the procurement process is desirable.
Demonstrated ability to analyze problems and propose practical solutions; ability to research, analyze, and evaluate technical matters.
Demonstrated experience researching and analyzing information to prepare reports and other written documents; experience making appropriate recommendations on technical and complex purchasing and contract administration matters.
Demonstrated ability to establish and maintain cooperative working relationships with those contacted in the course of work.
Excellent organizational skills and the ability to coordinate multiple concurrent projects at various stages of completion; ability to establish and maintain priorities and use initiative to follow-up with employees and managers to gather information and keep procurements on track.
Demonstrated computer software proficiency using various programs from the Microsoft Office Suite and other PC-based applications; experience with financial management, project management, and procurement software, such as Planet Bids is desirable.
The selected candidate can anticipate a driving record check upon hire, and approximately annually thereafter. The results of the check may determine whether the selected candidate will be permitted to drive for SANDAG business.
Salary and Benefits
SANDAG rewards the efforts of its employees with a comprehensive compensation package. Competitive salaries are supplemented with a flexible offering of health, financial security, and time-off benefits to meet the work and life needs of employees and their families.
These Limited-Term Contracts and Procurement Analyst positions will be filled at the Analyst I, II, or Associate level depending on qualifications and experience of the selected candidates. Positions at the Analyst I and II level are considered entry-level with job duties primarily related to learning and supporting procurement activities. At the Associate level, employees are expected to independently coordinate more complex procurement functions.
The annual salary ranges are: Analyst I - $44,011 to $70,417 per year; Analyst II - $48,522 to $77,635, per year; Associate Analyst - $53,496 to $85,593 per year.
Our benefits include traditional health, dental, and vision insurance as well as employee assistance, wellness, and work/life balance programs. Retirement and financial security benefits are provided through a pension plan and deferred compensation program. And to support the need to rest and rejuvenate, employees are provided with a bank of paid time off in addition to paid holidays.
How to Apply
We encourage all interested candidates to apply for these positions by completing a SANDAG Employment Application form. Resumes, cover letters, and work samples may be submitted in addition to the Employment Application but are not a substitute for this document.The Employment Application can be downloaded in PDF format from the SANDAG website. Alternatively, a copy can be requested by calling (619) 699-1900 or emailing hr@sandag.org . Completed applications and related materials can be submitted via email, fax, regular mail, courier, or delivered by hand. See our Careers / How to Apply webpage for additional information.
This position is Open until Filled. The first review of applications will begin on February 15, 2019.
In compliance with the Americans with Disabilities Act (ADA), SANDAG will accommodate persons who require assistance in order to apply for a position at SANDAG. Applicants requiring an accommodation due to a disability during any stage of the recruitment and selection process, including requesting this document and related application materials in an alternative format, should make their needs known by contacting Human Resources at (619) 699-1900, (619) 699-1904 (TTY), fax (619) 699-6905, or hr@sandag.org .
Application Supplement
To help us further evaluate the skills and experience of individuals interested in these positions, applicants are asked to respond to the Supplemental Questions below. The information can be up to 300 words per question and should be submitted with the Employment Application. This is a required component of the application; applications received without a response will be screened out of the selection process.
Supplemental Questions
Describe how your experience is a good fit for a Contracts and Procurement Analyst position in a public agency setting.
What strategies do you use to balance high-priority, competing demands from project managers while ensuring procurement policies and laws are followed?
Candidate Selection and Notification
Following the first review date for applications, all candidates will receive written confirmation that their application has been received. The hiring manager will begin reviewing and evaluating applications within a few days of the first review date. Based on this evaluation, the best qualified candidates will be invited to continue in the selection process. All candidates will receive written notification as to the final outcome of their application.
Further Information
The SANDAG website contains a wealth of information about our various project and program areas. The Careers section of the site lists all of our current Job Openings as well as information on how to apply for positions and Frequently Asked Questions about our recruitment process.
In compliance with the Immigration Reform and Control Act of 1986, applicants hired by SANDAG must show acceptable proof of identity and evidence of authorization to work in the United States.
SANDAG is an Equal Opportunity Employer
Full Time
Contracts and Procurement Program
SANDAG takes pride in contributing to the quality of life for the region’s residents through projects that enhance our transportation system and provide more options for moving throughout the region, placing sand on our beaches, developing and implementing bike and pedestrian projects, and preserving open space. To support these efforts, SANDAG procures around $280 million of goods and services each year. Examples of procurement needs include planning, modeling, economics and environmental consulting services; infrastructure construction and facilities maintenance projects; consulting expertise for engineering and intelligent transportation systems; and hardware, software, and other goods.
Working in close collaboration with project managers, the 25-person Contracts and Procurement team has a reputation for providing outstanding support and assistance as part of a public service organization. The Contracts and Procurement team is responsible for providing the framework, guidance, and expertise to ensure SANDAG contracts are awarded in an open, fair, and competitive manner.
Contracts and Procurement Analyst Roles
The Contracts and Procurement Analysts will support the acquisition of equipment, materials, and professional services through the preparation of solicitation and contracting documents. The Analysts will serve as a resource to project managers and will assist with various procurement activities and services in support of the agency’s contracting needs.
Three positions currently are available. These are Limited-Term employment opportunities and are expected to be funded until December 2021. Limited-Term Employees are “at-will” and receive many of the benefits as Regular employees.
Job Responsibilities
These positions are ideal for procurement professionals with a strong interest in furthering their expertise in public agency contracting processes. We anticipate significant career development will occur while undertaking the types of duties and responsibilities described below, as well as through close collaboration with senior staff. Examples of primary responsibilities include:
Communicate with and provide recommendations to project managers regarding options for the procurement of goods and services, as well as other contract-related items such as amendments, task orders, Memoranda of Understanding, leases, purchase orders, and grants.
Review draft versions of documents and provide technical assistance to project managers with the development of solicitation documents such as Requests for Offers (RFOs), Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and Invitations for Bids (IFBs).
Prepare and review contract amendments, task orders, assignments, and purchase orders in cooperation with project managers and the Office of General Counsel; research, gather, and compile information required for these documents.
Review and analyze scopes of work for potential legal implications or other risks to the agency; analyze project schedules, milestones, technical specifications, cost estimates, project budgets, insurance requirements, evaluation criteria, and other elements for thoroughness, completeness, and accuracy.
Coordinate the issuance and advertising of solicitation documents including the preparation of public notices, posting to electronic bid systems, and other outreach efforts.
Organize and coordinate pre-proposal meetings; prepare meeting materials and presentations; serve as meeting facilitator; summarize meeting minutes and questions and answers from attendees; post summary information.
Review submitted proposals for responsiveness; coordinate the evaluation of proposals with project managers; perform cost analyses and Disadvantaged Business Enterprise (DBE) utilization analyses; determine applicability of prevailing wage requirements; and assist project managers with the selection process and with developing recommendations for award.
Assist project managers with the negotiation of contracts that are fair and reasonable to both parties; review records of negotiation for accuracy and completeness.
Ensure contracts, agreements, amendments, task orders, and purchase orders are consistent with SANDAG guidelines and funding agency requirements; work with the Manager of Contracts and Procurement, Office of General Counsel, and consultants when necessary; coordinate the execution of contract documents with selected contractors/consultants.
Conduct reviews of insurance certification, and other documents for award.
Perform a variety of duties to monitor and coordinate contracts and purchasing compliance; administer agreements; assist with the resolution of disputes and initiate corrective actions; administer revisions, terminations, and follow-up work.
Develop and maintain records, documents, and reports for project managers, the Manager of Contracts and Procurement, the Executive Team, or Board of Directors; gather information, perform analyses, and provide appropriate recommendations.
Experience and Qualifications
Numerous factors contribute to an individual’s ability to be successful in any given role. For these positions, we are searching for candidates who are responsive, organized, and detail-oriented, and committed to providing professional, prompt, and accurate work products while meeting numerous time-sensitive deadlines. Excellent communication and customer service skills, analytical capabilities, and the ability to use sound judgment when working with contractors, consultants, and employees are important.
The minimum education, training, and experience qualifications include a bachelor’s degree with major course work in public administration, business administration, law, finance, or a related field, and one to four years of progressive career development supporting procurement and/or contracting functions. A combination of relevant education and recent work experience may be considered in lieu of the bachelor’s degree requirement.
The following information describes the specific types of career experiences that are most relevant to these positions:
Knowledge and experience with methodologies and strategies used in the procurement of professional services, equipment, or materials; experience with public agency contracting procedures is desirable.
Demonstrated experience providing technical guidance to project managers and preparing solicitations for competitive procurements and contract awards.
Demonstrated experience collaboratively preparing scopes of work, project schedules, milestones, technical specifications, cost estimates, project budgets, insurance requirements, and proposal evaluation criteria.
Experience coordinating advertising, posting, and outreach efforts for the procurement process including pre-bid/proposal meetings and bid openings.
Experience coordinating the evaluation of proposals including cost/price analysis, facilitating interviews, and other selection activities.
Ability to prepare contract and amendment documents that meet funding agency guidelines and requirements.
Experience negotiating contracts; experience analyzing and reviewing contracts to verify work statements, performance periods, and insurance certificates.
Familiarity with rules, regulations, and laws related to public agency contracts including the California Public Contract Code; specific knowledge of state or federal Department of Transportation procurement practices is desirable.
Familiarity with the sources of funding for regional transportation projects including Caltrans, Federal Transit Administration (FTA) and Federal Highway Administration (FHWA), and the ability to apply and incorporate funding agency requirements into the procurement process is desirable.
Demonstrated ability to analyze problems and propose practical solutions; ability to research, analyze, and evaluate technical matters.
Demonstrated experience researching and analyzing information to prepare reports and other written documents; experience making appropriate recommendations on technical and complex purchasing and contract administration matters.
Demonstrated ability to establish and maintain cooperative working relationships with those contacted in the course of work.
Excellent organizational skills and the ability to coordinate multiple concurrent projects at various stages of completion; ability to establish and maintain priorities and use initiative to follow-up with employees and managers to gather information and keep procurements on track.
Demonstrated computer software proficiency using various programs from the Microsoft Office Suite and other PC-based applications; experience with financial management, project management, and procurement software, such as Planet Bids is desirable.
The selected candidate can anticipate a driving record check upon hire, and approximately annually thereafter. The results of the check may determine whether the selected candidate will be permitted to drive for SANDAG business.
Salary and Benefits
SANDAG rewards the efforts of its employees with a comprehensive compensation package. Competitive salaries are supplemented with a flexible offering of health, financial security, and time-off benefits to meet the work and life needs of employees and their families.
These Limited-Term Contracts and Procurement Analyst positions will be filled at the Analyst I, II, or Associate level depending on qualifications and experience of the selected candidates. Positions at the Analyst I and II level are considered entry-level with job duties primarily related to learning and supporting procurement activities. At the Associate level, employees are expected to independently coordinate more complex procurement functions.
The annual salary ranges are: Analyst I - $44,011 to $70,417 per year; Analyst II - $48,522 to $77,635, per year; Associate Analyst - $53,496 to $85,593 per year.
Our benefits include traditional health, dental, and vision insurance as well as employee assistance, wellness, and work/life balance programs. Retirement and financial security benefits are provided through a pension plan and deferred compensation program. And to support the need to rest and rejuvenate, employees are provided with a bank of paid time off in addition to paid holidays.
How to Apply
We encourage all interested candidates to apply for these positions by completing a SANDAG Employment Application form. Resumes, cover letters, and work samples may be submitted in addition to the Employment Application but are not a substitute for this document.The Employment Application can be downloaded in PDF format from the SANDAG website. Alternatively, a copy can be requested by calling (619) 699-1900 or emailing hr@sandag.org . Completed applications and related materials can be submitted via email, fax, regular mail, courier, or delivered by hand. See our Careers / How to Apply webpage for additional information.
This position is Open until Filled. The first review of applications will begin on February 15, 2019.
In compliance with the Americans with Disabilities Act (ADA), SANDAG will accommodate persons who require assistance in order to apply for a position at SANDAG. Applicants requiring an accommodation due to a disability during any stage of the recruitment and selection process, including requesting this document and related application materials in an alternative format, should make their needs known by contacting Human Resources at (619) 699-1900, (619) 699-1904 (TTY), fax (619) 699-6905, or hr@sandag.org .
Application Supplement
To help us further evaluate the skills and experience of individuals interested in these positions, applicants are asked to respond to the Supplemental Questions below. The information can be up to 300 words per question and should be submitted with the Employment Application. This is a required component of the application; applications received without a response will be screened out of the selection process.
Supplemental Questions
Describe how your experience is a good fit for a Contracts and Procurement Analyst position in a public agency setting.
What strategies do you use to balance high-priority, competing demands from project managers while ensuring procurement policies and laws are followed?
Candidate Selection and Notification
Following the first review date for applications, all candidates will receive written confirmation that their application has been received. The hiring manager will begin reviewing and evaluating applications within a few days of the first review date. Based on this evaluation, the best qualified candidates will be invited to continue in the selection process. All candidates will receive written notification as to the final outcome of their application.
Further Information
The SANDAG website contains a wealth of information about our various project and program areas. The Careers section of the site lists all of our current Job Openings as well as information on how to apply for positions and Frequently Asked Questions about our recruitment process.
In compliance with the Immigration Reform and Control Act of 1986, applicants hired by SANDAG must show acceptable proof of identity and evidence of authorization to work in the United States.
SANDAG is an Equal Opportunity Employer
Brentwood School inspires every student to:
Think critically and creatively.
Act ethically.
Shape a future with meaning.
BRENTWOOD SCHOOL
Registrar and Assistant to the Upper School Office
Brentwood School, a vibrant and diverse K-12 independent school, is looking for a full-time Registrar and Assistant to the Upper School Office, to begin in November 2018. This twelve-month position is responsible for the security and accuracy of the school’s academic records, K-12, and also performs related duties and general administrative work as required to assist in the smooth operation of the Upper School. We are looking for individuals familiar with database systems, specifically Blackbaud, and previous experience as a registrar at an independent, public, private, or charter school is preferred.
It is expected that a successful candidate would:
Manage the student registration process from pre-registration procedures and policies through course placement.
Track student enrollment status, academic records, and the completion of graduation requirements.
Work closely with the master scheduling team to create an Upper School schedule that best suits the needs of the students and faculty.
Resolve scheduling issues, process drop/add requests, while ensure classes are balanced in both size and gender.
Manage transcript requests for current students and alumni
Coordinate the Upper School exam process
Provide administrative support to the Upper School Office, including helping prepare for various Upper School events throughout the year, such as Back to School Night, the Upper School Awards Assembly, or Commencement.
Oversee PSAT testing for the 10th and 11th Grade students in October.
Oversee and coordinate the publishing of the updated Upper School Curriculum Guide.
In addition, a candidate should possess the following skills and personal qualities:
Attention to detail and follow through
Strong written and verbal communication skills
Computer savvy and demonstrable experience with Blackbaud
Commitment to diversity and inclusion
A sense of humor, warmth of personality, and energy
Commitment to professional growth and to high professional standards
Flexibility and willingness to cooperate with a team-oriented administrative structure
Brentwood School is dedicated to the creation of a diverse faculty and staff that better represents our student body and the city of Los Angeles. Information about our school can be found at www.bwscampus.com . Please submit a letter of interest and a resume to:
Corisa Moreno
Upper School Administrative Assistant 100 S. Barrington Place Los Angeles, CA 90049 cmoreno@bwscampus.com
Full Time
Brentwood School inspires every student to:
Think critically and creatively.
Act ethically.
Shape a future with meaning.
BRENTWOOD SCHOOL
Registrar and Assistant to the Upper School Office
Brentwood School, a vibrant and diverse K-12 independent school, is looking for a full-time Registrar and Assistant to the Upper School Office, to begin in November 2018. This twelve-month position is responsible for the security and accuracy of the school’s academic records, K-12, and also performs related duties and general administrative work as required to assist in the smooth operation of the Upper School. We are looking for individuals familiar with database systems, specifically Blackbaud, and previous experience as a registrar at an independent, public, private, or charter school is preferred.
It is expected that a successful candidate would:
Manage the student registration process from pre-registration procedures and policies through course placement.
Track student enrollment status, academic records, and the completion of graduation requirements.
Work closely with the master scheduling team to create an Upper School schedule that best suits the needs of the students and faculty.
Resolve scheduling issues, process drop/add requests, while ensure classes are balanced in both size and gender.
Manage transcript requests for current students and alumni
Coordinate the Upper School exam process
Provide administrative support to the Upper School Office, including helping prepare for various Upper School events throughout the year, such as Back to School Night, the Upper School Awards Assembly, or Commencement.
Oversee PSAT testing for the 10th and 11th Grade students in October.
Oversee and coordinate the publishing of the updated Upper School Curriculum Guide.
In addition, a candidate should possess the following skills and personal qualities:
Attention to detail and follow through
Strong written and verbal communication skills
Computer savvy and demonstrable experience with Blackbaud
Commitment to diversity and inclusion
A sense of humor, warmth of personality, and energy
Commitment to professional growth and to high professional standards
Flexibility and willingness to cooperate with a team-oriented administrative structure
Brentwood School is dedicated to the creation of a diverse faculty and staff that better represents our student body and the city of Los Angeles. Information about our school can be found at www.bwscampus.com . Please submit a letter of interest and a resume to:
Corisa Moreno
Upper School Administrative Assistant 100 S. Barrington Place Los Angeles, CA 90049 cmoreno@bwscampus.com
Natural Resources Defense Council
Washington, D.C., DC, USA
The Natural Resources Defense Council (NRDC) is the nation's most effective environmental action organization. We use law, science and the support of 3.1 million members and online activists to protect the planet's wildlife and wild places and to ensure a safe and healthy environment for all living things. NRDC was founded in 1970 and our staff helped write some of America's bedrock environmental laws, including the Clean Water Act, and many of the implementing regulations; our water enforcement cases played a major role shaping current water policy throughout the country. Today, our staff of more than 500 lawyers, scientists, economists, policy and communications experts, and others, work out of offices in New York, Washington, Chicago, Los Angeles, San Francisco, Bozeman, Montana, and Beijing.
Position Summary :
NRDC is seeking a Program Assistant to work with the Canada Project in our Washington, DC office. The Program Assistant will support our team working on Canadian boreal forest, tar sands, and other Canada projects. The successful candidate must have excellent communication and problem solving skills and be able to handle tasks such as: management of budgets, contracts and processing expenses, formatting and proofreading documents, coordinating and booking travel, scheduling meetings, coordinating meetings and events, and researching and preparing materials. GIS skills and French proficiency are preferred but not required.
Responsibilities
Coordinate staff schedules and set up meetings
Correspond with consultants and partners as needed
Process and track invoices, contracts, grants and expenses, in a regular and timely way
Provide research on specific topics, with a focus on Boreal Forest, tar sands and in environmental issues in Canada
Help in the development of blogs, fact sheets, issue briefs, reports and other materials
Support the team’s needs at special events
Proofread and edit correspondence and various documents such as emails, blogs, internal reports, external publications, proposals, etc.
Collaborate with the Canada Project team on blog posts and newsletters
Qualifications
Bachelor’s degree or equivalent experience
1-2 years of experience preferred
Must have excellent written and verbal communications skills
Must have strong interpersonal skills and be detail-oriented
Must have a demonstrated interest in environmental issues
Must have the ability to effectively prioritize tasks, and work in a fast-paced environment with an ability to handle multiple tasks
Must have the ability to work well under pressure
Must possess a high degree of proficiency with Microsoft Office including Word, Excel, and Outlook
GIS knowledge a plus but not required
French proficiency a plus but not required
Application Materials:
Resume
Cover letter
Writing sample, if available in French
NRDC is committed to workplace diversity and inclusion. We are equal opportunity employers and do not discriminate in hiring or employment on the basis of race, color, religion, national origin, gender identity and expression, marital status, sexual orientation, age, disability, veteran status, or any other characteristic protected by federal, state, or local law. We offer competitive salaries, excellent benefits, and a pleasant working environment. Salary is based on a nonprofit scale and commensurate with experience. Pursuant to the San Francisco Fair Chance Ordinance, for positions based in San Francisco, CA we will consider for employment qualified applicants with arrest and conviction records.
To apply, please visit www.nrdc.org/careers and upload your resume and cover letter through our online portal. We would like you to upload any additional papers or project work that you think would showcase your abilities. Please no phone calls, emails, faxes or in-person resume drop-offs. Please reference where you saw this posting. NRDC is an Equal Opportunity Employer.
If you are having technical difficulty while applying, please reach out to Customer Care by dialing 1-800-899-4422 .
For further information about NRDC, please visit www.nrdc.org
Full Time
The Natural Resources Defense Council (NRDC) is the nation's most effective environmental action organization. We use law, science and the support of 3.1 million members and online activists to protect the planet's wildlife and wild places and to ensure a safe and healthy environment for all living things. NRDC was founded in 1970 and our staff helped write some of America's bedrock environmental laws, including the Clean Water Act, and many of the implementing regulations; our water enforcement cases played a major role shaping current water policy throughout the country. Today, our staff of more than 500 lawyers, scientists, economists, policy and communications experts, and others, work out of offices in New York, Washington, Chicago, Los Angeles, San Francisco, Bozeman, Montana, and Beijing.
Position Summary :
NRDC is seeking a Program Assistant to work with the Canada Project in our Washington, DC office. The Program Assistant will support our team working on Canadian boreal forest, tar sands, and other Canada projects. The successful candidate must have excellent communication and problem solving skills and be able to handle tasks such as: management of budgets, contracts and processing expenses, formatting and proofreading documents, coordinating and booking travel, scheduling meetings, coordinating meetings and events, and researching and preparing materials. GIS skills and French proficiency are preferred but not required.
Responsibilities
Coordinate staff schedules and set up meetings
Correspond with consultants and partners as needed
Process and track invoices, contracts, grants and expenses, in a regular and timely way
Provide research on specific topics, with a focus on Boreal Forest, tar sands and in environmental issues in Canada
Help in the development of blogs, fact sheets, issue briefs, reports and other materials
Support the team’s needs at special events
Proofread and edit correspondence and various documents such as emails, blogs, internal reports, external publications, proposals, etc.
Collaborate with the Canada Project team on blog posts and newsletters
Qualifications
Bachelor’s degree or equivalent experience
1-2 years of experience preferred
Must have excellent written and verbal communications skills
Must have strong interpersonal skills and be detail-oriented
Must have a demonstrated interest in environmental issues
Must have the ability to effectively prioritize tasks, and work in a fast-paced environment with an ability to handle multiple tasks
Must have the ability to work well under pressure
Must possess a high degree of proficiency with Microsoft Office including Word, Excel, and Outlook
GIS knowledge a plus but not required
French proficiency a plus but not required
Application Materials:
Resume
Cover letter
Writing sample, if available in French
NRDC is committed to workplace diversity and inclusion. We are equal opportunity employers and do not discriminate in hiring or employment on the basis of race, color, religion, national origin, gender identity and expression, marital status, sexual orientation, age, disability, veteran status, or any other characteristic protected by federal, state, or local law. We offer competitive salaries, excellent benefits, and a pleasant working environment. Salary is based on a nonprofit scale and commensurate with experience. Pursuant to the San Francisco Fair Chance Ordinance, for positions based in San Francisco, CA we will consider for employment qualified applicants with arrest and conviction records.
To apply, please visit www.nrdc.org/careers and upload your resume and cover letter through our online portal. We would like you to upload any additional papers or project work that you think would showcase your abilities. Please no phone calls, emails, faxes or in-person resume drop-offs. Please reference where you saw this posting. NRDC is an Equal Opportunity Employer.
If you are having technical difficulty while applying, please reach out to Customer Care by dialing 1-800-899-4422 .
For further information about NRDC, please visit www.nrdc.org
Grantmakers for Education (GFE) is seeking a professional executive assistant with strong detail orientation and commitment to helping us achieve our purpose of strengthening philanthropy to improve outcomes and expand opportunities for all learners.
Our Organization
Grantmakers for Education’s mission is clear: improve outcomes for all learners by serving as a trusted partner for all education philanthropists as they adapt to the changes impacting our world. GFE brings together hundreds of private and public philanthropies committed to improving public education, including closing the achievement gap for students from all backgrounds, improving teaching and leadership and fostering innovation and new models for learning. We provide a forum for interaction and engagement for our members that builds upon and deepens the impacts of their individual investments by enhancing their knowledge about effective education strategies and high-impact grantmaking strategies.
It is an exciting and inspiring time to join our team as we position the organization to exceed the expectations and needs of its members and continue to develop programs and services that focus on the most critical education matters ahead.
GFE offers a culture of committed team members working toward a common cause, competitive salary and benefits options, and generous vacation policies. The organization is virtual, but the ideal location for the executive assistant is Greater Boston.
For more information about our work and results, please visit http://www.edfunders.org
Job Description
Reporting directly to the executive director, the executive assistant provides executive support in a one on-one working relationship. The executive assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the executive director. The executive assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.
The executive assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The executive assistant will have the ability to work independently on projects from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. While GFE is a virtual organization, preference will be given to candidates in the Greater Boston area.
Roles and Responsibilities
Executive Support
Completes a broad variety of administrative tasks for the executive director including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries and agendas; and compiling documents for travel-related meetings.
Plans, coordinates and ensures that the executive director’s schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the executive director’s time and office.
Communicates directly, and on behalf of the executive director, with board of directors, members, staff and others, on matters related to the director’s programmatic initiatives.
Researches, prioritizes and follows up on incoming issues and concerns addressed to the executive director, including those of a sensitive or confidential Determines appropriate course of action, referral or response.
Provides a bridge for smooth communication between the executive director’s office and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff.
Works closely and effectively with the executive director to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the executive director updated.
Provides basic support updating and editing documents and slide decks for use by executive director.
Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the executive director, some of which may have organizational impact.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the executive director’s ability to effectively lead the company.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Board of Directors Support and Liaison
Serves as the liaison, on behalf of the executive director, to Grantmakers for Education’s board of directors.
Assists board of directors with travel arrangements, lodging and meal planning as needed.
Maintains discretion and confidentiality in relationships with all board of directors.
Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
Manages scheduling for all board and board subcommittee meetings.
Is responsible for file management and updates of all board materials.
Assists staff liaison with development and tracking of subcommittee work plans.
Manages survey administration and data collection (board profile survey, board self-assessment survey).
Attends all board meetings to support with logistics and coordination of meetings.
Senior Management Liaison
Participates as an adjunct member of the executive team including assisting in scheduling meetings and attending all meetings
Assists in coordinating the agenda of senior management team meetings.
Facilitates cross-divisional activities and outreach.
Ensures that the executive director's bio is updated and responds to requests for materials regarding the executive director and the organization in general.
Edits and completes first drafts for written communications to external stake holders.
Works with the strategic initiatives team in coordinating the executive director’s outreach activities.
Follows up on contacts made by the executive director and supports the cultivation of ongoing relationships.
Edits all, and creates acknowledgement letters from the executive director to donors.
Qualifications
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
Expert level written and verbal communication skills.
Demonstrated proactive approaches to problem-solving with strong decision-making capability.
Emotional Maturity
Highly flexible in approach, recognizing that dealing with unpredictability and change will be an ongoing part of the job.
Highly resourceful team-player, with the ability to also be extremely effective independently.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
Forward thinker who actively seeks opportunities and proposes solutions.
Education and Experience Requirements
Bachelor's degree required.
Strong work tenure: 3 to 5 years of experience supporting C-Level Executives, preferably in a non-profit organization.
Experience and interest in internal and external communications, partnership development and development role.
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and social media platforms.
Compensation
Grantmakers for Education offers competitive compensation, an excellent benefits package (including fully paid health insurance and a generous employer retirement contribution), and a collegial, casual and flexible work environment.
Apply
To apply, please submit an updated resume and a detailed cover letter addressing why you are interested in the mission of Grantmakers for Education and the executive assistant role specifically to jobs@edfunders.org. Applications are reviewed on a rolling basis and the role will be open until filled.
Full Time
Grantmakers for Education (GFE) is seeking a professional executive assistant with strong detail orientation and commitment to helping us achieve our purpose of strengthening philanthropy to improve outcomes and expand opportunities for all learners.
Our Organization
Grantmakers for Education’s mission is clear: improve outcomes for all learners by serving as a trusted partner for all education philanthropists as they adapt to the changes impacting our world. GFE brings together hundreds of private and public philanthropies committed to improving public education, including closing the achievement gap for students from all backgrounds, improving teaching and leadership and fostering innovation and new models for learning. We provide a forum for interaction and engagement for our members that builds upon and deepens the impacts of their individual investments by enhancing their knowledge about effective education strategies and high-impact grantmaking strategies.
It is an exciting and inspiring time to join our team as we position the organization to exceed the expectations and needs of its members and continue to develop programs and services that focus on the most critical education matters ahead.
GFE offers a culture of committed team members working toward a common cause, competitive salary and benefits options, and generous vacation policies. The organization is virtual, but the ideal location for the executive assistant is Greater Boston.
For more information about our work and results, please visit http://www.edfunders.org
Job Description
Reporting directly to the executive director, the executive assistant provides executive support in a one on-one working relationship. The executive assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the executive director. The executive assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.
The executive assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The executive assistant will have the ability to work independently on projects from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. While GFE is a virtual organization, preference will be given to candidates in the Greater Boston area.
Roles and Responsibilities
Executive Support
Completes a broad variety of administrative tasks for the executive director including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries and agendas; and compiling documents for travel-related meetings.
Plans, coordinates and ensures that the executive director’s schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the executive director’s time and office.
Communicates directly, and on behalf of the executive director, with board of directors, members, staff and others, on matters related to the director’s programmatic initiatives.
Researches, prioritizes and follows up on incoming issues and concerns addressed to the executive director, including those of a sensitive or confidential Determines appropriate course of action, referral or response.
Provides a bridge for smooth communication between the executive director’s office and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff.
Works closely and effectively with the executive director to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the executive director updated.
Provides basic support updating and editing documents and slide decks for use by executive director.
Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the executive director, some of which may have organizational impact.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the executive director’s ability to effectively lead the company.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Board of Directors Support and Liaison
Serves as the liaison, on behalf of the executive director, to Grantmakers for Education’s board of directors.
Assists board of directors with travel arrangements, lodging and meal planning as needed.
Maintains discretion and confidentiality in relationships with all board of directors.
Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
Manages scheduling for all board and board subcommittee meetings.
Is responsible for file management and updates of all board materials.
Assists staff liaison with development and tracking of subcommittee work plans.
Manages survey administration and data collection (board profile survey, board self-assessment survey).
Attends all board meetings to support with logistics and coordination of meetings.
Senior Management Liaison
Participates as an adjunct member of the executive team including assisting in scheduling meetings and attending all meetings
Assists in coordinating the agenda of senior management team meetings.
Facilitates cross-divisional activities and outreach.
Ensures that the executive director's bio is updated and responds to requests for materials regarding the executive director and the organization in general.
Edits and completes first drafts for written communications to external stake holders.
Works with the strategic initiatives team in coordinating the executive director’s outreach activities.
Follows up on contacts made by the executive director and supports the cultivation of ongoing relationships.
Edits all, and creates acknowledgement letters from the executive director to donors.
Qualifications
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
Expert level written and verbal communication skills.
Demonstrated proactive approaches to problem-solving with strong decision-making capability.
Emotional Maturity
Highly flexible in approach, recognizing that dealing with unpredictability and change will be an ongoing part of the job.
Highly resourceful team-player, with the ability to also be extremely effective independently.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
Forward thinker who actively seeks opportunities and proposes solutions.
Education and Experience Requirements
Bachelor's degree required.
Strong work tenure: 3 to 5 years of experience supporting C-Level Executives, preferably in a non-profit organization.
Experience and interest in internal and external communications, partnership development and development role.
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and social media platforms.
Compensation
Grantmakers for Education offers competitive compensation, an excellent benefits package (including fully paid health insurance and a generous employer retirement contribution), and a collegial, casual and flexible work environment.
Apply
To apply, please submit an updated resume and a detailed cover letter addressing why you are interested in the mission of Grantmakers for Education and the executive assistant role specifically to jobs@edfunders.org. Applications are reviewed on a rolling basis and the role will be open until filled.
We are looking for a phenomenal Administrative Assistant to join Intel. As an Administrative Assistant at Intel Oregon in Hillsboro, you will collaborate with other administrative partners, contribute to our success, and join a very successful team.
The ideal candidate demonstrates confidentiality, possesses excellent communication skills, is very detailed with strong organization skills, and has a strong mindset to learn new tools and processes. You are someone who thinks on his or her feet, is proactive, and demonstrates agility and strong partnership skills while working across a complex and global environment. You can adjust to a fast and dynamic environment and thrive with ambiguous direction.
Your responsibilities may include, but will not be limited to the following.
Draft, compose, type, and proof correspondence using current office software applications
Create and sustain systems for retention, protection, retrieval, transfer, and disposal of confidential information schedules
Coordinate logistics for meetings and events
Organize and manage calendar schedules for manager and/or department
Make travel arrangements and prepare expense reports
Maintain office supplies
Manage departmental recognition and track headcount and spending
Serve as an information resource and communication channel for policies and procedures and as a resource for office-related software applications
Research, analyze data, and prepare reports and recommendations
Copy, collate, sort and distribute materials
Come help us build the future. Please complete this short form .
Full Time
We are looking for a phenomenal Administrative Assistant to join Intel. As an Administrative Assistant at Intel Oregon in Hillsboro, you will collaborate with other administrative partners, contribute to our success, and join a very successful team.
The ideal candidate demonstrates confidentiality, possesses excellent communication skills, is very detailed with strong organization skills, and has a strong mindset to learn new tools and processes. You are someone who thinks on his or her feet, is proactive, and demonstrates agility and strong partnership skills while working across a complex and global environment. You can adjust to a fast and dynamic environment and thrive with ambiguous direction.
Your responsibilities may include, but will not be limited to the following.
Draft, compose, type, and proof correspondence using current office software applications
Create and sustain systems for retention, protection, retrieval, transfer, and disposal of confidential information schedules
Coordinate logistics for meetings and events
Organize and manage calendar schedules for manager and/or department
Make travel arrangements and prepare expense reports
Maintain office supplies
Manage departmental recognition and track headcount and spending
Serve as an information resource and communication channel for policies and procedures and as a resource for office-related software applications
Research, analyze data, and prepare reports and recommendations
Copy, collate, sort and distribute materials
Come help us build the future. Please complete this short form .
About New Avenues for Youth:
New Avenues for Youth imagines a community where all young people thrive and experience health, well-being, and a self-determined home. New Avenues works in partnership with the Portland community to provide homeless, foster-care, and at-risk youth of all backgrounds with the resources and skills needed to lead healthy, productive lives. We are a diverse non-profit organization in our 20th year serving youth.
Our Commitment to Equity:
New Avenues for Youth imagines a community where all young people thrive and experience health, well-being, and a self-determined home. Historical inequities and intersecting forms of oppression such as racism, poverty, adultism, sexism, homophobia, and ableism, among others contribute to marginalization and exploitation of youth. We believe, to redress youth homelessness and housing instability we must challenge and dismantle racism and other forms of oppression and build relationships within our communities that advance equity.
At New Avenues, advancing equity is an ongoing commitment without closure. We remain open-minded and presume best intentions, knowing that discomfort and conflict are inevitable. We take risks and make and learn from our mistakes. We seek multiple perspectives, strive for transparency, remain humble, and resist the urge to silence hard truths.
The Position:
This position requires an intuitive, flexible, resourceful individual to provide high level day to day administrative and clerical support to the Executive Director and to the Development Team. The position includes scheduling, computer work, database management, answering phones, addressing visitors, donor relations, and general office management in addition to some communications related assignments. This person will routinely assist with preparation of board and various committee meetings including the taking of minutes. The candidate must be flexible, able to support people with different work styles, work well as part of a team, and have the ability think critically on how to accomplish tasks in a timely manner. The ability to manage time effectively, be well organized, and handle many tasks is essential to being successful in this position.
The ideal candidate is an assertive professional who is both self-assured and self-reliant. Strong communication, organization, and interpersonal skills are vital in this role. Attention to detail, ability to multi-task, and presenting in a cooperative, positive manner are also a must. Experience in a fast-paced office setting required. Proficiency in MS Word, Excel, and Outlook also required.
Skills & Knowledge:
Proven ability to provide high level administrative support to Executive Director
Desire and wherewithal to support and assist with Development Team initiatives as needed
Knowhow to manager scheduling and calendar events for the Executive Director and Development Director
Experience taking meeting minutes and assisting with preparation and set-up of board and committee meetings.
Ability to handle multiple general office duties including clerical, phone, and computer work (Excel spreadsheets, Word documents, Doodle’s, Group emails).
Greets people who enter New Avenues administrative offices and identifies their needs; assisting accordingly
Organizing the front office and maintaining office supplies and distribution
Willingness to assist in solicitation and distribution of in-kind donations
Completes various errands as assigned
New Avenues for Youth offers a very generous benefits package. To apply, send your cover letter and resume to jobs@newavenues.org. Please be sure to include where you came across this opportunity in your response. You can learn more about New Avenues by visiting our website at http://www.newavenues.org . New Avenues for Youth is an Equal Opportunity Employer.
Full Time
About New Avenues for Youth:
New Avenues for Youth imagines a community where all young people thrive and experience health, well-being, and a self-determined home. New Avenues works in partnership with the Portland community to provide homeless, foster-care, and at-risk youth of all backgrounds with the resources and skills needed to lead healthy, productive lives. We are a diverse non-profit organization in our 20th year serving youth.
Our Commitment to Equity:
New Avenues for Youth imagines a community where all young people thrive and experience health, well-being, and a self-determined home. Historical inequities and intersecting forms of oppression such as racism, poverty, adultism, sexism, homophobia, and ableism, among others contribute to marginalization and exploitation of youth. We believe, to redress youth homelessness and housing instability we must challenge and dismantle racism and other forms of oppression and build relationships within our communities that advance equity.
At New Avenues, advancing equity is an ongoing commitment without closure. We remain open-minded and presume best intentions, knowing that discomfort and conflict are inevitable. We take risks and make and learn from our mistakes. We seek multiple perspectives, strive for transparency, remain humble, and resist the urge to silence hard truths.
The Position:
This position requires an intuitive, flexible, resourceful individual to provide high level day to day administrative and clerical support to the Executive Director and to the Development Team. The position includes scheduling, computer work, database management, answering phones, addressing visitors, donor relations, and general office management in addition to some communications related assignments. This person will routinely assist with preparation of board and various committee meetings including the taking of minutes. The candidate must be flexible, able to support people with different work styles, work well as part of a team, and have the ability think critically on how to accomplish tasks in a timely manner. The ability to manage time effectively, be well organized, and handle many tasks is essential to being successful in this position.
The ideal candidate is an assertive professional who is both self-assured and self-reliant. Strong communication, organization, and interpersonal skills are vital in this role. Attention to detail, ability to multi-task, and presenting in a cooperative, positive manner are also a must. Experience in a fast-paced office setting required. Proficiency in MS Word, Excel, and Outlook also required.
Skills & Knowledge:
Proven ability to provide high level administrative support to Executive Director
Desire and wherewithal to support and assist with Development Team initiatives as needed
Knowhow to manager scheduling and calendar events for the Executive Director and Development Director
Experience taking meeting minutes and assisting with preparation and set-up of board and committee meetings.
Ability to handle multiple general office duties including clerical, phone, and computer work (Excel spreadsheets, Word documents, Doodle’s, Group emails).
Greets people who enter New Avenues administrative offices and identifies their needs; assisting accordingly
Organizing the front office and maintaining office supplies and distribution
Willingness to assist in solicitation and distribution of in-kind donations
Completes various errands as assigned
New Avenues for Youth offers a very generous benefits package. To apply, send your cover letter and resume to jobs@newavenues.org. Please be sure to include where you came across this opportunity in your response. You can learn more about New Avenues by visiting our website at http://www.newavenues.org . New Avenues for Youth is an Equal Opportunity Employer.
San Diego Association of Governments - SANDAG
San Diego, CA, USA
TransNet Financial Programming Office
TransNet is the half-cent sales tax for local transportation projects that was first approved by voters in 1988 and has been extended to 2048. Administered by SANDAG, the program has been instrumental in expanding the region’s transportation system, reducing traffic congestion, and bringing critical transportation programs to life. During the 60-year life of the program, tens of billions in TransNet and matching federal, state and local dollars will be distributed among highway, transit, and local road projects.
The TransNet Department facilitates the role of the Independent Taxpayer Oversight Committee in the administration and implementation of the TransNet Program, coordinates the agency’s financial programming for regional transportation projects, and monitors the delivery of regional capital improvements through the TransNet Project Office.
Financial Programming Analyst Role
The Financial Programming Analyst will coordinate the preparation of multiple plans, documents, and reports related to the financial programming of regional transportation projects and provide technical expertise to project managers regarding available funding sources for the development of various regional transit, traffic, and active transportation programs.
This is a Limited-Term employment opportunity and it is expected to be funded through December 31, 2020. Limited-Term Employees are considered to be “at-will” and receive many of the benefits of Regular employees.
Job Responsibilities
This position is ideal for a professional with an interest in the financial programming of complex capital projects. We anticipate significant career development will occur while working on the types of duties and responsibilities described below and through mentoring and close collaboration with senior staff. Examples of primary responsibilities include:
Coordinate the preparation of plans and documents for multiple federal, state, and local transportation funding programs, including the Regional Surface Transportation Program (RSTP), Congestion Mitigation and Air Quality (CMAQ) Program, Federal Highway Administration (FHWA), Federal Transit Administration (FTA), and other state and federal formula and competitive funding programs.
Provide technical expertise and creative strategies to project managers and executives to fully leverage available revenue in the implementation of complex capital programs.
Administer claims and amendments, track allocations and obligations, and review programming actions for state and federal compliance.
Prepare financial forms for Caltrans Local Assistance, Caltrans Programming, and the California Transportation Commission for programming, allocation, and obligation of funds; review materials for compliance with reporting requirements.
Research, compile, and analyze project development and implementation status; track progress against timelines and funding requirements; prepare comprehensive technical reports that summarize findings, describe alternatives, and support recommendations to policymakers that fully leverages all available regional funding.
Research and analyze potential federal and state funding sources; interpret and apply funding sources to new or existing projects.
Prepare Federal Highway Administration (FHWA), Caltrans, and other grant applications and funding requests; administer grant funding; support the Finance department in resolving eligibility, scope, and timing issues of invoices.
Support the development of revenue forecasts for short- and long-range programs and plans, including federal, state, local, and private transportation funds.
Consult and strategize with project managers, project schedulers, cost control analysts, and the Finance department, and provide technical guidance for the development of accurate budgets for highway, transit, and bikeway capital improvement projects.
Support the development, management, and update of the Regional Transportation Improvement Program (RTIP), including projects and programs from both internal and partner agencies.
Coordinate and/or participate on inter-departmental and inter-agency teams assembled for short- and long-term planning projects, develop contingency or alternative plans during funding shortfalls; prepare applications for joint-funded projects; foster collaborative working relationships with local jurisdictions, transit agencies, Caltrans, and other public entities.
Provide staff support for the Independent Taxpayer Oversight Committee, Policy Advisory Committees, and stakeholder working groups; participate in setting agendas; prepare reports and meeting summaries; participate in the development of staff recommendations.
Prepare and present written, oral, and visual reports and recommendations to the Board of Directors, Independent Taxpayer Oversight Committee, Policy Advisory Committees, community groups, private organizations, members of the public, and other groups.
Supervise, mentor, train, and support development opportunities for team members. (Senior level only)
Experience and Qualifications
Numerous factors contribute to an individual’s ability to be successful in any given role. For this position, we are searching for a detail-oriented candidate who has exceptional analytical capabilities and the ability to think strategically to see the big picture. Excellent interpersonal and communication skills are also needed.
The minimum education, training, and experience qualifications include a bachelor’s degree with major course work in finance, business management, planning, engineering, or a related field, and four years (Associate level) to five years (Senior level) of recent professional experience related to fund management, financial programming, or capital project financial strategy. The following information describes the specific types of career experiences that are most relevant to this position:
Experience coordinating financial programming and project control systems and processes preferably with a focus on the implementation of regional transportation projects.
Demonstrated knowledge of the various federal, state, and local funding sources used for regional transportation projects.
Experience interpreting and applying funding and programming laws, regulations, rules, and guidelines; demonstrated understanding and use of traditional and non-traditional methods for programming multiple sources of project funding.
Demonstrated experience developing, monitoring, and maintaining numerous project budgets preferably for a comprehensive regional capital improvement program.
Demonstrated experience consulting and strategizing with project managers, providing technical guidance for the development of budgets for complex capital improvement projects, and educating project managers on the budget and programming process.
Knowledge of the roles and functions of various federal and state agencies in funding transportation projects; experience participating in various committees or groups and representing key issues, positions, and policies.
Familiarity with current issues and emerging trends related to federal, state, and local funding and programming for transportation and other regional projects; demonstrated ability to research and analyze issues, evaluate alternative solutions, develop sound conclusions, and prepare recommendations.
Experience performing complex calculations to complete financial, economic, and data analysis of funding activities; knowledge and experience with accounting, budgeting, and auditing principles; familiarity with grant writing and grant funding practices.
Experience staffing committees and/or working groups; experience preparing agendas, reports, and meeting summaries.
Demonstrated ability to establish and maintain effective working relationships with those contacted in the course of work including local, state, and federal transportation agencies, other government officials, community groups, the public; experience working in multi-disciplinary project teams.
Ability to communicate highly technical information effectively, both orally and in writing; ability to prepare and deliver presentations and findings regarding various legislation, to Boards, upper management, member agencies, committees, and other stakeholders.
Experience supervising and evaluating the work of professional and technical personnel; experience providing administrative and professional leadership for assigned programs. (Senior level only)
Demonstrated computer software proficiency using various programs from the Microsoft Office Suite, web-based research applications, programming, and budget software.
The selected candidate can anticipate a driving record check upon hire, and approximately annually thereafter. The results of the check may determine whether the selected candidate will be permitted to drive for SANDAG business.
Salary and Benefits
SANDAG rewards the efforts of its employees with a comprehensive compensation package. Competitive salaries are supplemented with a flexible offering of health, financial security, and time-off benefits to meet the work and life needs of employees and their families.
The Financial Programming Analyst will be filled at the Associate or Senior level, depending on the qualifications and experience of the selected candidate. The annual salary ranges are: Associate - $53,496 to $85,593 per year; Senior - $71,689 to $114,703 per year.
Our benefits include traditional health, dental, and vision insurance as well as employee assistance, wellness, and work/life balance programs. Retirement and financial security benefits are provided through a pension plan and deferred compensation program. To support the need to rest and rejuvenate, employees are provided with a bank of paid time off in addition to paid holidays.
How to Apply
We encourage all interested candidates to apply for this position by completing a SANDAG Employment Application form. Resumes, cover letters, and work samples may be submitted in addition to the Employment Application but are not a substitute for this document.
The Employment Application can be downloaded in PDF format from the SANDAG website. Alternatively, a copy can be requested by calling (619) 699-1900 or emailing hr@sandag.org . Completed applications and related materials can be submitted via email, fax, regular mail, courier, or delivered by hand. See our Careers / How to Apply webpage for additional information.
This position will remain open until filled. The first review of applications will begin on Friday, October 5, 2018.
In compliance with the Americans with Disabilities Act (ADA), SANDAG will accommodate persons who require assistance in order to apply for a position at SANDAG. Applicants requiring an accommodation due to a disability during any stage of the recruitment and selection process, including requesting this document and related application materials in an alternative format, should make their needs known by contacting Human Resources at (619) 699-1900, (619) 699-1904 (TTY), fax (619) 699-6905, or hr@sandag.org . Application Supplement To help us further evaluate the skills and experience of individuals interested in this position, candidates are asked to respond to the Supplemental Question below. The information can be up to two pages in length and should be submitted with the Employment Application. This is considered a required component of the application; applications received without a response will be screened out of the selection process. Supplemental Question
Describe the constraints to traditional transportation funding that agencies face today. What options or tools would you recommend SANDAG explore to overcome these constraints?
Candidate Selection and Notification
All candidates will receive written confirmation that their application has been received. The hiring manager will begin reviewing and evaluating applications within a few days of the first review date. Based on this evaluation, the best qualified candidates will be invited to continue in the selection process. All candidates will receive written notification as to the final outcome of their application.
Further Information
The SANDAG website contains a wealth of information about our various project and program areas. The Careers section of the site lists all of our current Job Openings as well as information on how to apply for positions and Frequently Asked Questions about our recruitment process.
In compliance with the Immigration Reform and Control Act of 1986, applicants hired by SANDAG must show acceptable proof of identity and evidence of authorization to work in the United States.
SANDAG is an Equal Opportunity Employer
Full Time
TransNet Financial Programming Office
TransNet is the half-cent sales tax for local transportation projects that was first approved by voters in 1988 and has been extended to 2048. Administered by SANDAG, the program has been instrumental in expanding the region’s transportation system, reducing traffic congestion, and bringing critical transportation programs to life. During the 60-year life of the program, tens of billions in TransNet and matching federal, state and local dollars will be distributed among highway, transit, and local road projects.
The TransNet Department facilitates the role of the Independent Taxpayer Oversight Committee in the administration and implementation of the TransNet Program, coordinates the agency’s financial programming for regional transportation projects, and monitors the delivery of regional capital improvements through the TransNet Project Office.
Financial Programming Analyst Role
The Financial Programming Analyst will coordinate the preparation of multiple plans, documents, and reports related to the financial programming of regional transportation projects and provide technical expertise to project managers regarding available funding sources for the development of various regional transit, traffic, and active transportation programs.
This is a Limited-Term employment opportunity and it is expected to be funded through December 31, 2020. Limited-Term Employees are considered to be “at-will” and receive many of the benefits of Regular employees.
Job Responsibilities
This position is ideal for a professional with an interest in the financial programming of complex capital projects. We anticipate significant career development will occur while working on the types of duties and responsibilities described below and through mentoring and close collaboration with senior staff. Examples of primary responsibilities include:
Coordinate the preparation of plans and documents for multiple federal, state, and local transportation funding programs, including the Regional Surface Transportation Program (RSTP), Congestion Mitigation and Air Quality (CMAQ) Program, Federal Highway Administration (FHWA), Federal Transit Administration (FTA), and other state and federal formula and competitive funding programs.
Provide technical expertise and creative strategies to project managers and executives to fully leverage available revenue in the implementation of complex capital programs.
Administer claims and amendments, track allocations and obligations, and review programming actions for state and federal compliance.
Prepare financial forms for Caltrans Local Assistance, Caltrans Programming, and the California Transportation Commission for programming, allocation, and obligation of funds; review materials for compliance with reporting requirements.
Research, compile, and analyze project development and implementation status; track progress against timelines and funding requirements; prepare comprehensive technical reports that summarize findings, describe alternatives, and support recommendations to policymakers that fully leverages all available regional funding.
Research and analyze potential federal and state funding sources; interpret and apply funding sources to new or existing projects.
Prepare Federal Highway Administration (FHWA), Caltrans, and other grant applications and funding requests; administer grant funding; support the Finance department in resolving eligibility, scope, and timing issues of invoices.
Support the development of revenue forecasts for short- and long-range programs and plans, including federal, state, local, and private transportation funds.
Consult and strategize with project managers, project schedulers, cost control analysts, and the Finance department, and provide technical guidance for the development of accurate budgets for highway, transit, and bikeway capital improvement projects.
Support the development, management, and update of the Regional Transportation Improvement Program (RTIP), including projects and programs from both internal and partner agencies.
Coordinate and/or participate on inter-departmental and inter-agency teams assembled for short- and long-term planning projects, develop contingency or alternative plans during funding shortfalls; prepare applications for joint-funded projects; foster collaborative working relationships with local jurisdictions, transit agencies, Caltrans, and other public entities.
Provide staff support for the Independent Taxpayer Oversight Committee, Policy Advisory Committees, and stakeholder working groups; participate in setting agendas; prepare reports and meeting summaries; participate in the development of staff recommendations.
Prepare and present written, oral, and visual reports and recommendations to the Board of Directors, Independent Taxpayer Oversight Committee, Policy Advisory Committees, community groups, private organizations, members of the public, and other groups.
Supervise, mentor, train, and support development opportunities for team members. (Senior level only)
Experience and Qualifications
Numerous factors contribute to an individual’s ability to be successful in any given role. For this position, we are searching for a detail-oriented candidate who has exceptional analytical capabilities and the ability to think strategically to see the big picture. Excellent interpersonal and communication skills are also needed.
The minimum education, training, and experience qualifications include a bachelor’s degree with major course work in finance, business management, planning, engineering, or a related field, and four years (Associate level) to five years (Senior level) of recent professional experience related to fund management, financial programming, or capital project financial strategy. The following information describes the specific types of career experiences that are most relevant to this position:
Experience coordinating financial programming and project control systems and processes preferably with a focus on the implementation of regional transportation projects.
Demonstrated knowledge of the various federal, state, and local funding sources used for regional transportation projects.
Experience interpreting and applying funding and programming laws, regulations, rules, and guidelines; demonstrated understanding and use of traditional and non-traditional methods for programming multiple sources of project funding.
Demonstrated experience developing, monitoring, and maintaining numerous project budgets preferably for a comprehensive regional capital improvement program.
Demonstrated experience consulting and strategizing with project managers, providing technical guidance for the development of budgets for complex capital improvement projects, and educating project managers on the budget and programming process.
Knowledge of the roles and functions of various federal and state agencies in funding transportation projects; experience participating in various committees or groups and representing key issues, positions, and policies.
Familiarity with current issues and emerging trends related to federal, state, and local funding and programming for transportation and other regional projects; demonstrated ability to research and analyze issues, evaluate alternative solutions, develop sound conclusions, and prepare recommendations.
Experience performing complex calculations to complete financial, economic, and data analysis of funding activities; knowledge and experience with accounting, budgeting, and auditing principles; familiarity with grant writing and grant funding practices.
Experience staffing committees and/or working groups; experience preparing agendas, reports, and meeting summaries.
Demonstrated ability to establish and maintain effective working relationships with those contacted in the course of work including local, state, and federal transportation agencies, other government officials, community groups, the public; experience working in multi-disciplinary project teams.
Ability to communicate highly technical information effectively, both orally and in writing; ability to prepare and deliver presentations and findings regarding various legislation, to Boards, upper management, member agencies, committees, and other stakeholders.
Experience supervising and evaluating the work of professional and technical personnel; experience providing administrative and professional leadership for assigned programs. (Senior level only)
Demonstrated computer software proficiency using various programs from the Microsoft Office Suite, web-based research applications, programming, and budget software.
The selected candidate can anticipate a driving record check upon hire, and approximately annually thereafter. The results of the check may determine whether the selected candidate will be permitted to drive for SANDAG business.
Salary and Benefits
SANDAG rewards the efforts of its employees with a comprehensive compensation package. Competitive salaries are supplemented with a flexible offering of health, financial security, and time-off benefits to meet the work and life needs of employees and their families.
The Financial Programming Analyst will be filled at the Associate or Senior level, depending on the qualifications and experience of the selected candidate. The annual salary ranges are: Associate - $53,496 to $85,593 per year; Senior - $71,689 to $114,703 per year.
Our benefits include traditional health, dental, and vision insurance as well as employee assistance, wellness, and work/life balance programs. Retirement and financial security benefits are provided through a pension plan and deferred compensation program. To support the need to rest and rejuvenate, employees are provided with a bank of paid time off in addition to paid holidays.
How to Apply
We encourage all interested candidates to apply for this position by completing a SANDAG Employment Application form. Resumes, cover letters, and work samples may be submitted in addition to the Employment Application but are not a substitute for this document.
The Employment Application can be downloaded in PDF format from the SANDAG website. Alternatively, a copy can be requested by calling (619) 699-1900 or emailing hr@sandag.org . Completed applications and related materials can be submitted via email, fax, regular mail, courier, or delivered by hand. See our Careers / How to Apply webpage for additional information.
This position will remain open until filled. The first review of applications will begin on Friday, October 5, 2018.
In compliance with the Americans with Disabilities Act (ADA), SANDAG will accommodate persons who require assistance in order to apply for a position at SANDAG. Applicants requiring an accommodation due to a disability during any stage of the recruitment and selection process, including requesting this document and related application materials in an alternative format, should make their needs known by contacting Human Resources at (619) 699-1900, (619) 699-1904 (TTY), fax (619) 699-6905, or hr@sandag.org . Application Supplement To help us further evaluate the skills and experience of individuals interested in this position, candidates are asked to respond to the Supplemental Question below. The information can be up to two pages in length and should be submitted with the Employment Application. This is considered a required component of the application; applications received without a response will be screened out of the selection process. Supplemental Question
Describe the constraints to traditional transportation funding that agencies face today. What options or tools would you recommend SANDAG explore to overcome these constraints?
Candidate Selection and Notification
All candidates will receive written confirmation that their application has been received. The hiring manager will begin reviewing and evaluating applications within a few days of the first review date. Based on this evaluation, the best qualified candidates will be invited to continue in the selection process. All candidates will receive written notification as to the final outcome of their application.
Further Information
The SANDAG website contains a wealth of information about our various project and program areas. The Careers section of the site lists all of our current Job Openings as well as information on how to apply for positions and Frequently Asked Questions about our recruitment process.
In compliance with the Immigration Reform and Control Act of 1986, applicants hired by SANDAG must show acceptable proof of identity and evidence of authorization to work in the United States.
SANDAG is an Equal Opportunity Employer
Brentwood School inspires every student to:
Think critically and creatively.
Act ethically.
Shape a future with meaning.
BRENTWOOD SCHOOL
Administrative Assistant, Belldegrun Center for Innovative Leadership &
Equity and Inclusion
Brentwood School, a vibrant and diverse K-12 independent school, is looking for a Administrative Assistant for both the Belldegrun Center for Innovative Leadership (BCIL) and the Director of Equity and Inclusion beginning September, 2018. We are seeking individuals with administrative experience to assist the Directors of both the Belldegrun Center for Innovative Leadership and other Center Coordinators, as well as the Director of Equity and Inclusion. This position reports to both the BCIL Director and E and I Director. Candidates should possess the qualities and skills noted below.
Duties & responsibilities including, but not limited to:
Handling the daily needs of the BCIL and assisting our K-12 faculty and student body on BCIL related work
Handling the daily needs of E and I and assisting our K-12 faculty and student body with E and I work, including but not limited to affinity groups, major events and special activities, Diversity Council, curriculum and professional development planning and communication
Coordinating special activities and events (some of which may be outside of school hours) with the BCIL and E and I
Monitoring calls, copying, ordering supplies, handling receipts, and maintaining equipment
Maintaining all information on BCIL community partners
Coordinating and attending BCIL committee/department meetings
Maintaining calendars for E and I and the BCIL
Provide communication for diversity events and news on campus
Assist with peer mentoring programs and special events
Coordinate logistics for the BCIL incubator and speaker series
Coordinate student and adult travel arrangements for related conferences
Assist with public relations, marketing, and promotions
Assist with related internships
Other duties as assigned by the Center for Innovative Leadership and Director of Equity and Inclusion
The successful candidate should have:
A detail-oriented approach to work and outstanding organizational skills
Well-developed communication and interpersonal skills to establish and maintain effective working relationships
A collaborative and flexible approach with a genuine enthusiasm for working with students and colleagues
Ability to work independently, problem solve, and follow through on assignments with minimal direction
A service-oriented and positive demeanor
Experience demonstrative of cultural intelligence
A commitment to diversity and inclusion
An interest in and openness to professional growth and development
Brentwood School is dedicated to the creation of a diverse faculty and staff that better represents our student body and the city of Los Angeles. For further information about Brentwood School, please visit the school’s website: www.bwscampus.com .
Interested candidates should submit a letter of interest, resume, and three references electronically to:
Carrie James
Receptionist, East Campus
Administrative Assistant to the Head of School Office
Brentwood School
100 S. Barrington Place
Los Angeles, CA 90049
cjames@bwscampus.com
Full Time
Brentwood School inspires every student to:
Think critically and creatively.
Act ethically.
Shape a future with meaning.
BRENTWOOD SCHOOL
Administrative Assistant, Belldegrun Center for Innovative Leadership &
Equity and Inclusion
Brentwood School, a vibrant and diverse K-12 independent school, is looking for a Administrative Assistant for both the Belldegrun Center for Innovative Leadership (BCIL) and the Director of Equity and Inclusion beginning September, 2018. We are seeking individuals with administrative experience to assist the Directors of both the Belldegrun Center for Innovative Leadership and other Center Coordinators, as well as the Director of Equity and Inclusion. This position reports to both the BCIL Director and E and I Director. Candidates should possess the qualities and skills noted below.
Duties & responsibilities including, but not limited to:
Handling the daily needs of the BCIL and assisting our K-12 faculty and student body on BCIL related work
Handling the daily needs of E and I and assisting our K-12 faculty and student body with E and I work, including but not limited to affinity groups, major events and special activities, Diversity Council, curriculum and professional development planning and communication
Coordinating special activities and events (some of which may be outside of school hours) with the BCIL and E and I
Monitoring calls, copying, ordering supplies, handling receipts, and maintaining equipment
Maintaining all information on BCIL community partners
Coordinating and attending BCIL committee/department meetings
Maintaining calendars for E and I and the BCIL
Provide communication for diversity events and news on campus
Assist with peer mentoring programs and special events
Coordinate logistics for the BCIL incubator and speaker series
Coordinate student and adult travel arrangements for related conferences
Assist with public relations, marketing, and promotions
Assist with related internships
Other duties as assigned by the Center for Innovative Leadership and Director of Equity and Inclusion
The successful candidate should have:
A detail-oriented approach to work and outstanding organizational skills
Well-developed communication and interpersonal skills to establish and maintain effective working relationships
A collaborative and flexible approach with a genuine enthusiasm for working with students and colleagues
Ability to work independently, problem solve, and follow through on assignments with minimal direction
A service-oriented and positive demeanor
Experience demonstrative of cultural intelligence
A commitment to diversity and inclusion
An interest in and openness to professional growth and development
Brentwood School is dedicated to the creation of a diverse faculty and staff that better represents our student body and the city of Los Angeles. For further information about Brentwood School, please visit the school’s website: www.bwscampus.com .
Interested candidates should submit a letter of interest, resume, and three references electronically to:
Carrie James
Receptionist, East Campus
Administrative Assistant to the Head of School Office
Brentwood School
100 S. Barrington Place
Los Angeles, CA 90049
cjames@bwscampus.com
