CAPCOA Employment

EMPLOYMENT ANNOUNCEMENT

Administrative Assistant/Receptionist

SALARY RANGE: $14.00-19.25/hr
(Depending On Qualifications)

Administrative Assistant/Receptionist – Application

Application Deadline: January 4, 2021 EXTENDED

Please submit an application form, a resume with three professional references and a cover letter expressing your interest in the position with your application.  Please ensure that the responses to the two questions below are included.

CAPCOA, the California Air Pollution Control Officers Association, is a non-profit association of the air pollution control officers from all 35 local air quality agencies throughout California.  CAPCOA was formed in 1976 to promote clean air and to provide a forum for sharing of knowledge, experience, and information among the air quality regulatory agencies around the State.  The Association promotes unity and efficiency and strives to encourage consistency in methods and practices of air pollution control.  It is an organization of air quality professionals — leaders in their field.  CAPCOA is seeking the services of a skilled and experienced administrative assistant.

Location: Sacramento (Downtown), California

General: This position is under the direction of the Executive Director and provides general office support to the Executive Director and CAPCOA Secretariat.  The administrative assistant will answer the telephone, produce final letters, reports, board packets, and announcements.   The incumbent will schedule meetings and conference calls and arrange for CAPCOA conferences and maintain CAPCOA calendars.  The position will include some in-state travel.

Please note that CAPCOA staff is currently working remotely due to the COVID-19 pandemic.  However, once conditions permit safe return to the office, the incumbent will be expected to report to CAPCOA’s Downtown Sacramento office as their regular worksite.

Specific Tasks:

  • Coordinates and schedules meetings for the Executive Director, CAPCOA Board and Committees;
  • Assists CAPCOA’s external accounting team by scanning in physical invoices, weekly deposits, staff timesheets, and creating conference registration spreadsheets for invoicing;
  • Finalizes letters, reports, board packets, and announcements using standard formatting;
  • Performs a variety of office support functions, including but not limited to answering phones, copying and filing documents, handling postage and mailings, and maintaining official records and other documents;
  • Contacts, negotiates, and arranges for CAPCOA conferences with venues including hotels;
  • Assists in providing support to requests from member districts;
  • Arranges for travel for the Executive Director;
  • Hosts virtual meetings through platforms like Zoom and Microsoft Teams;
  • Assists with and performs other tasks, as directed.

Skills and Abilities: The applicant should have experience in office environments and producing polished, professional, final written products and working knowledge of computer programs (including MS Word, Excel, and PowerPoint).  The applicant must be detail-oriented, have excellent organizational skills, be able to communicate clearly and effectively, and a good ability to multi-task.

QUALIFICATIONS

Required:

  • Two years’ experience as an administrative assistant
  • Experience with scheduling and arranging for conferences and meetings including working within a set budget
  • Demonstrated experience and proficiency with MS Word, MS Excel, and MS PowerPoint
  • A combination of training and experience that meets the above criteria

Preferred:

  • College degree from an accredited university
  • Good interpersonal skills and previous experience with interacting with the highest level of management
  • Completion of accounting courses or equivalent paid experience performing administrative accounting duties

Special Requirements: Must possess a valid Class C California driver’s license and meet the Association’s requirements for insurability

Benefits: Cafeteria Medical/Dental/Vision; 401(k) with match; Vacation, Holiday and Sick Leave.

To apply for this position, please submit the following documents to Rachel Pallatin at rachel@capcoa.org by 5:00PM January 4, 2021.

  • Application form
  • Resume with three professional references
  • Cover letter expressing your interest in the position. Please ensure you respond to the following questions in your letter.
    • As the administrative assistant, one of your primary responsibilities will be answering telephones and responding to emails from entities inside and outside the organization. Please describe your experience working with senior management in responding to inquiries.
    • The CAPCOA office is an extremely fast-paced environment with multiple and often changing responsibilities. Please describe what process you use to ensure you stay organized and responsive to deadlines.