Administrative Assistant

Interested candidates must apply through CalCareers. Please see below for instructions on how to apply. You will not be considered for this position if you only submit an application through Indeed.

Description

The Del Mar Fairgrounds is seeking an experienced administrative professional to join our team, where you'll be part of a dynamic, event-based, public sector environment that is the home to the annual San Diego County Fair. Under the general direction of the Office Manager, the Administrative Assistant provides administrative support to management, staff, and the public by handling a variety of tasks to ensure that all interactions between the organization and the public are positive and productive. This position serves to increase the capacity of the assigned department administrator, carrying out assignments on their own initiative without detailed instruction, gathering information to help make decisions or recommendations, and providing polite and professional assistance via phone, email, and mail. The ideal candidate is a skilled communicator adept at establishing and maintaining cooperative working relationships with a diverse workforce. Uses active listening and sound judgment to manage multiple work priorities and deadlines to meet District, departmental, and customer needs while maintaining a high level of confidentiality and professionalism.

Essential Job Functions

Employee must be able to perform the following functions with or without reasonable accommodations. Consideration of reasonable accommodation for qualified individuals with disability may be made, providing that doing so does not impose an undue hardship.

• Supports managers and staff within the assigned department by performing a variety of administrative tasks and effectively communicating to appropriate parties.
• Carries out administrative duties such as filing, typing, copying, scanning, generating reports and presentations, coordinating and preparing for meetings, and other special projects as assigned.
• Assists in the preparation of regularly scheduled and special request reports, develops spreadsheets, creates presentations, prepares meeting agendas, and provides post-meeting summaries.
• Maintains organized electronic and physical filing systems for the organization.
• Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques.
• Provides real-time scheduling support by organizing appointments, meetings, and video calls; coordinating travel arrangements; and submitting and reconciling expense reports.
• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, and placing orders for supplies.
• Develops and updates administrative systems and processes to make them more efficient, and creates or updates documentation of standard operating procedures.
• Sorts and delivers incoming mail and assigns postage for outgoing mail.
• Assists with preparing department contracts, tracking progress, and gathering and organizing required documents.
• Effectively communicates via phone, email, and mail, exhibiting politeness and professionalism with internal and external stakeholders.
• Produces and distributes correspondence such as memos, letters, faxes, and forms.
• Demonstrates excellent customer service with all internal and external communication.

Marginal Job Functions

• Covers the reception desk as needed.
• Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, and establishing professional networks.
• Represents the District in a professional manner.
• Performs other duties as directed, requested, or assigned.

Preferred Qualifications

• Three or more years serving in an administrative support role
• Three or more years project management experience
• Experience coordinating meetings and/or calendars
• Proficiency in Microsoft Office Suite including Word, Excel, Outlook, and PowerPoint
• Proficiency in Microsoft Teams
• Excellent written and interpersonal communication skills
• Attention to detail and problem-solving skills
• Bachelor’s degree or higher
• Ability to work independently

We encourage you to apply if you are excited about this role, even if your experience doesn’t seem to align perfectly with every element of the job description. You could be just the right fit for our team.

How To Apply – YOU MUST APPLY THROUGH CALCAREERS (copy and paste the links below)

This position is a State of California civil service position and, therefore, you must complete a two-step process in order to be considered.

1. To complete the required assessment, visit this link: https://www.jobs.ca.gov/CalHRPublic/Login.aspx?ExamId=0PBDE

More information about the assessment can be found here: https://www.calcareers.ca.gov/JOBSGEN/0PBDE.PDF

2. Submit your application through CalCareers:
https://www.calcareers.ca.gov/CalHrPublic/Jobs/JobPosting.aspx?JobControlId=410168

Required Application Package Documents

• State Examination/Employment Application Form (STD678) through CalCareers
• Resume
• Statement of Qualifications

Our Purpose

We are a timeless community treasure where all can flourish, connect, and interact through year-round exceptional experiences.

Our Mission

We connect our community through shared interests, diverse experiences, and service to one another in an inclusive, accessible, and safe place with an emphasis on entertainment, recreation, agriculture, and education.

Our Vision

We will be the community’s iconic place for social interaction and cultural expression, honoring traditions, embracing innovation, celebrating excellence, and having fun.

Our Amazing Benefits!

There are many benefits to joining our team, we have a comprehensive package which includes: health and wellness,paid time off, and retirement. To learn more about benefits for State employees, visit http://www.calhr.ca.gov/employees/Pages/salary-and-benefits.aspx.

Job Type: Full-time

Pay: $4,726.00 - $5,916.00 per month

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person