CAPCOA Employment

EMPLOYMENT ANNOUNCEMENT

Administrative Assistant/Receptionist

SALARY RANGE: $16.00/hr-$19.00/hr
(Depending On Qualifications)

CLICK HERE FOR APPLICATION

Application Deadline: November 22, 2022

Please submit a resume and cover letter with your application

 

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 part-time services of a skilled and experienced administrative assistant (up to 30 hours per week).

Location: Sacramento (Downtown), California

General:

This part-time position is under the direction of the Executive Director and provides general office support.  The administrative assistant will answer the telephone, schedule meetings and conference calls, and work closely with senior staff to arrange CAPCOA conferences and maintain CAPCOA calendars.  The position may require some in-state travel.

Specific Tasks:

  • Coordinates and schedules meetings for the Executive Director and CAPCOA Board;
  • Assists CAPCOA’s external accounting team by working with senior staff to scan physical invoices, requesting documents from vendors and creating conference registration spreadsheets for invoicing;
  • Finalizes documents including correspondence, reports, 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, maintain inventory and office equipment including contacting vendors;
  • Coordinating with senior staff, contacts, negotiates, and arranges for CAPCOA conferences with venues including hotels;
  • Assists in maintaining public and internal websites;
  • Assists in providing support to requests from member districts;
  • 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 have a good ability to multi-task.

QUALIFICATIONS

Required:

  • One year experience as an administrative assistant or receptionist
  • Experience with scheduling and arranging for conferences and meetings including working within a set budget
  • Demonstrated experience and proficiency with MS Office 365
  • A combination of training and experience that meets the above criteria

Preferred:

  • 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:  As some travel may be required, candidates must possess a valid Class C California driver’s license and meet the Association’s requirements for insurability.

Benefits:  Holiday Pay and Sick Leave

To apply for this position, please submit the following documents to

Sadie Gibbs at sadie@capcoa.org by 5:00PM November 22, 2022.

  • Application form
  • Resume
  • Cover letter responding to the following questions;
    • 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.