Job Description

BACKGROUND:

Resource Conservation Districts (RCDs) across California serve as local hubs for conservation, connecting people with the technical, financial, and educational assistance they need to conserve and manage natural resources.  RCDs help landowners, land managers, government agencies, and others to voluntarily protect, restore, and enhance natural resources on private and public lands.  A defining characteristic of RCDs is that our assistance is generally non-regulatory, confidential, and free.

The RCD of Santa Cruz County seeks a part-time Administrative Assistant I/II (AA) to join a dynamic team of conservation professionals. The AA will work closely with the Finance and Executive Teams to help support conservation efforts throughout Santa Cruz County.

The AA will work closely with RCD staff to promote the smooth functioning of the office environment. The ideal candidate is efficient, detail-oriented, and skilled in maintaining workplace relationships. The work environment is flexible, fast-paced and collaborative.

This part-time position is funded primarily through the RCD’s administrative accounts and overhead allowances and will report to the Operations Manager to fulfill the RCD mission. Responsibilities are summarized below:

SUMMARY OF TYPICAL DUTIES AND RESPONSIBILITIES:

Administrative Assistant I/II

The AA will support the smooth functioning of the office environment and requires a diverse range of skills to excel in the position. Support staff with tasks as needed to maintain proper communication and organization of the RCD.

SUMMARY OF DUTIES AND RESPONSIBILITIES:

Board Secretary

• Maintain communication with the Board regarding meeting agendas and attendance. Including the calendar of recurring agenda items. Transcribe the minutes of the monthly Board meetings.  Publish the agenda to the web and archive meeting minutes. Communicate with parties interested in Board meetings.
• Inform the Board of communications that require their attention.

Human Resources

• Support the administration of the staff benefits
• Support the implementation of Employee Policies
• Maintain discretion and confidentiality in all personnel matters.

Operations

• Be the “front desk” of the RCD by answering and routing phone calls. Ensure that inquiries are being responded to in a courteous and timely manner.
• Check mail and scan and distribute as necessary.
• Support RCD document management and retention.
• Support compliance of the Board, and staff with applicable required certificates, financial filings and auto insurance.
• Support contracting for services including grant and project related contracts.
• Order office supplies for the District.
• Familiarity with and support adherence to District Policies.

Finance

• Support the processing of payroll, vendor expenses and grant invoices
• Help with deposits and other finance support duties as assigned

Other Duties

• Schedule meetings, materials preparation and taking and distribution of notes.
• Provide event support as needed
• Support RCD staff with administrative tasks as required.

KNOWLEDGE, SKILLS & EXPERIENCE:

The ideal candidate is detail oriented with a minimum of 3 years experience providing administrative assistance. Successful applicants will “wear many hats” at the RCD. They will work across many disciplines and therefore must have administrative, communication, and interpersonal skills.

Required

• Digital literacy and research skills are a must.
• Familiarity with standard office platforms such as Microsoft Office Suite and QuickBooks
• Data management and entry skills, including the ability to maintain and improve filing systems
• Accurate record keeping and meeting transcription
• Flexibility and time management skills
• Organizational skills
• Interpersonal skills with professional and courteous demeanor
• Ability to work well under pressure and navigate multiple priorities and deadlines
• Proactive approach to problem-solving and process improvement
• Ability to work independently and collaborate with others
• Event planning and coordination
• Flexible work schedule and ability to work evenings and weekends as needed
• Required attendance at RCD Board Meeting held one evening per month

Preferred

• Spanish proficiency
• Associate of Arts Degree

Additional Requirements

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Work is primarily performed in an office environment. The work requires the ability to sit, walk and stand for intermittent periods of time and on a frequent basis; strength, dexterity, coordination; ability to talk, listen, observe, stoop, reach, sit, stand, move, climb and descend stairs, use repetitive motions, and traverse uneven terrain. The position requires the ability to operate a telephone, computer keyboard, copier, other typical equipment, and motor vehicle, vision to read materials on a computer screen, and hearing and speech to communicate in person and over the telephone. Work requires lifting or moving up to 35 pounds. When necessary, the position requires the ability to work unusual shifts, including weekends.

The Administrative Assistant is a part-time position (20-25 hours per week, negotiable) with a flexible schedule based primarily on a Monday through Friday daytime schedule, with occasional evening or weekend events required. This position is required to be in the office.  Salary will be commensurate with experience and qualifications, ranging from $31-$35.95/hour. Benefits package (after three months introductory employment period) includes paid health, dental, and vision and Flex Spending Account. Retirement 401(k) Plan with employer matching contribution of 1 to 1 up to 4.5% of salary available after one year of employment. Paid holidays and vacation available.

The RCD is an equal opportunity employer.

How to Apply

TO APPLY: Submit a resume, letter of interest, and names and phone numbers of at least three references to: The Resource Conservation District of Santa Cruz County, c/o Tangi Chapman via email to [email protected] with “Administrative Assistant Application” in the subject line. If you would like additional information, please contact the RCD: Phone: (831) 464-2950.

DEADLINE FOR APPLICANTS: Position is open until filled. Application review will begin October 11, 2024

Job Categories: Conservation. Job Types: Part-Time. Salaries: 40,000 - 60,000.

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