Secretary I, II - Purchasing (AA-224-25E) Whittier

Job Description:

Secretary I, II - Purchasing (AA-224-25E) Whittier

Description

JOB POSTING

NOTICE OF EXTERNAL JOB OPPORTUNITY
POSTING #AA-224-25E

SECRETARY

Are you an experienced secretary seeking a challenging yet rewarding role in a dynamic environment? Look no further! Join our team in the Finance Department's Purchasing and Risk Management Section.

About Us: In our department, personal growth and well-being are at the heart of our culture. We foster an environment where employees thrive both personally and professionally. With a strong work ethic, we move fast and work hard to meet the demands of our customers. Our office is energetic and fast-paced, providing a stimulating environment for those who enjoy a challenge.

Position Overview: As a Secretary in the Purchasing and Risk Management Section, you will lead a clerical team in supporting office operations by establishing and maintaining office procedures, typing and preparing documents, and managing administrative tasks. Your duties include handling correspondence, working with internal and external stakeholders, performing timekeeping, providing direction and general office support, and utilizing office software.

ESSENTIAL FUNCTIONS:
To perform secretarial work involving the organization, coordination and facilitation of the section's administrative team and technical projects; to accomplish clerical tasks involving office systems and procedures; and to compile data and prepare reports utilizing advanced word processing and related software.

JOB SUMMARY:
The major job duties are listed below. For a complete list, please see the job description.

Under the supervision of the Supervisor of Accounts Payable, Supervisor of Purchasing and/or higher level class responsible for office supervision the incumbent will:

• Establish, coordinate and maintain office procedures and systems
  
• Accomplish administrative details
  
• Type final versions of letters, memoranda, reports, charts, forms, and rosters from notes, drafts, verbal directions, or written instructions
  
• Compile, organize, and prepare information for letters and reports
  
• Answer telephones, greet visitors, take messages and provide information
  
• Perform all section timekeeping
  
• Provide general office support services
  
• Route correspondence to appropriate destination
  
• Initiate and maintain office files and a variety of records
  
• Operate office machines such as a desktop computer, and document copying equipment
  
• Utilize word processing, spreadsheet and database programs
  
• Coordinate petty purchases, requisitions, and petty cash transactions for the section
  

This job may be filled at either level:

• SECRETARY I is the first-working level class in which incumbents learn a variety of office systems and procedures.
  
• SECRETARY II is the journey level class in which incumbents accomplish a wide variety of office processes with proficiency and independence.
  

MINIMUM QUALIFICATIONS

Applicants must possess all of the following:

For SECRETARY I:

• One (1) year of experience with the Los Angeles County Sanitation Districts performing duties at or above the level of an Office Assistant I ; - OR - Two (2) years of clerical experience.
  

For SECRETARY II:

• One (1) year of experience with the Los Angeles County Sanitation District performing secretarial and clerical duties at the level of Secretary I or Senior Office Assistant .
  

For BOTH LEVELS, satisfactory completion of college level business, secretarial or clerical coursework may be substituted on a year-for-year basis for up to one (1) year of the required experience

DESIRABLE QUALITIES

• Proficiency in providing administrative support to a large team
• Ability to establish rapport and maintain mutually productive relationships
• Ability to communicate effectively in writing and in dialogue
• Ability to attend to the needs and expectations of customers
• Ability to focus on the details of work content, work steps, and final work products
• Understanding of one’s role within a large team and providing the necessary administrative support to contribute to overall team success
• Ability to follow through on assignments and meet deadlines
• Ability to prioritize tasks and adjust priorities effectively as situations change in a fast-paced environment

EXAMPLES OF ASSESSMENT CRITERIA

For BOTH LEVELS , the competitive selection process may cover:

Knowledge of:

• Office administration methods, procedures and systems
  
• English grammar, spelling, proofreading, vocabulary, arithmetic, letter writing, telephone etiquette
  
• Business letter and report composition and editing
  
• Record control principles and filing systems
  

Ability to :

• Type 50 words per minute with a maximum 10% error rate
  
• Interpret and apply administrative rules, procedures and policies
  
• Perform word processing operations with full proficiency utilizing a desktop computer
  
• Prioritize and coordinate office procedures
  
• Keep records
  
• Independently compose and prepare correspondence
  
• Edit and correct written materials
  
• Maintain departmental files and records
  
• Proficiency using Word and Excel
  

ADDITIONAL INFORMATION

SELECTION PROCESS:

• All applications will be reviewed to determine if the conditions and qualifications for testing are met.
• The selection process will consist of a written test weighted at 30%, and an interview weighted at 70%.
  
• Candidates must receive a qualifying score on each selection component to move forward in the selection process.
  
• The written exam is tentatively scheduled for Thursday, September 11, 2025.
  
• The interviews are tentatively scheduled for the week of September 15, 2025.
  

Please apply online at www.lacsd.org within the application period. Resumes will not be accepted in lieu of a completed LACSD Employment application. Check your e-mail regularly throughout the recruitment process as notifications are sent via e-mail. Please make sure that your registered e-mail address is accurate and current. To ensure proper delivery add info@governmentjobs.com to your contact list.

NOTE:
The individual(s) recommended for hire must undergo a reference check, background check, DMV report, and a drug test.

To learn more about how the Sanitation Districts convert waste into resources, please visit the following video: Converting Waste into Resources .

For more information regarding this recruitment, please contact Antonio Archuleta at antonioarchuleta@lacsd.org.

As an equal opportunity employer, the Districts strongly encourage people with disabilities and people from historically marginalized communities to apply.

RETIREMENT

• CALPERS: The Districts belong to the California Public Employees' Retirement System (CalPERS), and all monthly status new hires will be enrolled in CalPERS. Most new hires will be enrolled in the defined benefit formula of 2% @ 62 in accordance with the Public Employees’ Pension Reform Act (PEPRA) and are required to contribute to the plan (7.75% for the 24/25 fiscal year). Those who qualify based on current or previous public service may be enrolled in the defined benefit formula in place on December 31, 2012, which was 2% @ 55 and are considered “classic” members. For “classic” members, the Districts pay the “employee share.” Please contact the Human Resources Department for more information regarding contribution rates. Although Districts employees are exempt from Social Security, employees are required by federal law to contribute a percentage of their salary for Medicare coverage.

• DEFERRED COMP MATCH: For some bargaining units, the Districts provides a matching contribution to an eligible deferred compensation plan pursuant to Section 457 of the Internal Revenue Code. The match with each paycheck will be the lesser of: 3% of the employee's base monthly salary as listed in the Salary Schedule; and the amount the employee is contributing with that paycheck. The annual total combined employee and employer contribution are subject to IRS limits.

COMPENSATION

Employees receive annual salary increases until reaching step 5 of the salary range and are provided with opportunities to promote. Cost of living adjustments are implemented annually in accordance with labor agreements.

HEALTH INSURANCE

• MEDICAL: Districts paid. Employees may choose from several HMO and Indemnity plans. As of January 1, 2025, the Districts contribute $2,305.28 per month for medical insurance. Depending on the choice of health plan, the Districts contribution covers all or a large portion of the premium for family coverage.

• DENTAL: Districts paid. The Districts pay the full premium for employee and dependent coverage for a prepaid dental program which provides for most routine dental care through a panel of contracting dentists with no deductibles. Employees are eligible to enroll in an indemnity plan if requested within thirty days after completion of three years of employment (sooner for some bargaining units), or during subsequent open enrollment periods.

• VISION: Employee paid.

• LIFE: The Districts pay for a term life policy. Employees can buy additional types and amounts of life insurance coverage at group rates.

LEAVE TIME

• VACATION: Employees receive 88 hours of paid vacation after one full year of service, increasing up to 128 hours per year after five years, 168 hours per year after 15 years and up to 208 hours after 25 years. Prior to one year of full service, employees are given partial vacation time on January 1, based on the time worked in the preceding year.

• SICK LEAVE : Eight hours of full-pay sick leave per month.

• PERSONAL LEAVE: Employees may use up to 24 hours per calendar year from current sick leave for personal reasons. Some bargaining units allow up to 40 hours per calendar year from current sick leave for personal reasons.

• PAID PARENTAL LEAVE: Employees may use up to 80 hours of paid parental leave for each birth, foster placement and/or adoption (regardless of the number of children involved) as determined by the parental leave policy.

HOLIDAYS
13 paid holidays and one-half paid holiday depending on the employee's work schedule.

TUITION REIMBURSEMENT
Employees may be eligible for tuition reimbursement for approved accredited course work.

STUDENT LOAN PAYMENT REIMBURSEMENT
For some bargaining units, the Districts will provide student loan payment reimbursements for principal or interest paid by the employee on a qualified education loan incurred by the employee for the education of the employee. The annual maximum reimbursement is $5,250 and the lifetime reimbursement limit is $21,000.

WORK ENVIRONMENT & OTHER BENEFITS

• A rewarding career contributing to society and the environment.
• Flexible work schedules (e.g. 9/80 schedule) depending on the worksite.
• Clear policies and procedures.
• Health and safety programs.
• Carpool opportunities with monetary incentives depending on the worksite.

More detailed benefits information can be found here: Districts Benefits

NOTE: The provisions of this posting do not constitute an expressed or implied contract. Any provision contained in this posting may be modified and/or revoked without notice.

Updated December 26, 2024

Closing Date/Time: 9/4/2025 11:59 PM Pacific

Salary:

$5,281.00 - $7,311.00 Monthly