Senior Administrative Assistant
Legislative & Communications – Legislative Unit
If you require an accommodation due to a disability to complete this application OR you are experiencing issues submitting your application and accompanying
materials please e-mail DRCHR@disabilityrightsca.org.
DEADLINE: Open until filled. Applications should be received by May 17, 2019, to be considered for the first round of interviews.
PURPOSE OF THE JOB
Provides independent high-level administrative assistance to Legislative and Communications staff. This position requires executive level support knowledge and ability to work well under pressure, re-prioritize changing deadlines, and multiple tasks. This position is responsible for independently managing projects, such as Board materials for the Legislation Committee and other reports and publications. Serves as the document accessibility specialist for the unit.
Essential functions of the Senior Administrative Assistant are:
SUPPORT – 80%
- Assist with Board meeting preparation, including logistical support, report and document creation, drafting and finalizing memos, travel arrangements, and preparing minutes.
- Read proposed legislation and regulations and route them to appropriate attorneys or impact teams for review and analysis.
- Assist with drafting legislative correspondence and position letters for DRC legislative staffs’ review using DRC staff policy analyses of bills.
- Act as a liaison between DRC legislative and communication staff and the state legislative offices to obtain information, set meetings and follow-ups as needed.
- Maintain a record of proposed regulations at the local, state and federal level that impact people with disabilities. Coordinate with regulation coordinators to ensure public comments are properly filed and recorded for auditing purposes.
- Manage routine correspondence and requests for information from outside agencies, other organizations, and board or advisory committee members. This includes handling communication, documentation and reporting requirements that may be associated with them.
- Establish and maintain filing systems; prepare/update binders; coordinate and make arrangements for travel, meetings, and conference calls; develop meeting agendas and organize meeting materials; calendaring; copying; faxing; distribution of materials; and processing mail;
- Ability to handle confidential matters discreetly; to work collaboratively as part of a team; to be flexible with changing situations; and to establish and maintain effective working relationships with employees in various offices and programs, clients, and people outside the agency.
TECHNICAL – 20%
- Monitor legislative activity through a bill tracking system (currently State Net); update State Net to reflect DRC legislative activities; establish and maintain legislative bill files and files for background materials and related monitoring materials, including legislation unit metric information.
- Provide mentoring and training to unit members on software applications and accessibility.
- Collaborates with the Director of Communications, the Web Content Specialist, and the Publications Assistant to keep current legislative information on the DRC website.
- Collaborate with Office Manager to establish and implement office protocols.
- Participate in off-site outreach to minority and underserved communities.
Minimal travel required up to 10% of the time: Ability to travel infrequently for activities such as quarterly board meetings, training or outreach activities.
Education and Experience
High school diploma or general education degree (GED); Five years of progressive high level administrative support experience; or equivalent combination of acquired through an accredited college and/or prior work experiences. Plus:
- Proficient knowledge of Windows based computer applications including Internet access, Microsoft Office Suite, and Adobe Acrobat Pro.
- Ability to perform high level administrative support with the ability to work well under pressure, and to effectively reprioritize and handle multiple tasks with fluctuating deadlines, with minimal supervision.
- Experience with setting up filing systems and data management systems.
- Associate's degree (AA) or equivalent from two-year college or technical school or equivalent combination of experience and/or training.
- Experience with a bill tracking system such as State Net.
- Experience working with a Board of Directors and/or non-profit agency.
- Bilingual in Spanish, dominant Asian language(s) or American Sign Language preferred but not required.
- Experience working with and/or sensitivity to persons with disabilities and/or experience working with and/or sensitivity to persons from multi-ethnic communities.
Licenses / Certificates
No additional language is required.
CORE COMPETENCY SKILL LEVELS
The competencies below represent the knowledge, skills, behaviors and/or abilities required to be successful at DRC, with or without disability related reasonable accommodations.
Ability to identify and resolve problems. Ability to anticipate and address needs. Ability to participate and/or represent DRC in meetings. Build credibility as a representative by demonstrating personal commitment and sharing information.
Ability to read, analyze, and interpret legal publications, professional journals, technical procedures, and governmental regulations. Ability to write reports, correspondence, training materials, and procedure manuals. Ability to use clear, concise language to provide timely and accurate written or oral communication. Ability to effectively present information, and respond to questions from staff and the public.
Ability to solve problems by applying policies and procedures to the facts of the situation. Ability to effectively reprioritize and work on several projects simultaneously. Sees underlying principles, patterns, or themes in an array of related information.
Diversity & Inclusion
Sees the value of disability, cultural, ethnic, gender, and other individual differences in people. Maintains an open, approachable manner, respects the talents and contributions of all individuals and treats others fairly and respectfully. Preserves others’ self-confidence and dignity, and shows regard for their opinions. Appropriately applies disability etiquette and accessibility protocols.
Ability to educate community partners regarding DRC’s mission and services through outreach, training and/or brief assistance. Ability to obtain stakeholder feedback and determine needs. Ability to share responsibility and ownership of work assignments. Ability to be purposeful in interactions, mindful of style differences, and to communicate effectively with others. Ability to work effectively with coworkers using a team-based approach.
The following describes general working conditions and requirements of the job, which can be performed with or without disability related reasonable accommodations. Duties are performed in an office environment that regularly require sitting, using computer equipment, and talking or hearing. Duties occasionally require periods of standing, stooping, kneeling, and crouching primarily related to filing and processing paperwork. Objects to be lifted and/or moved up to 30 pounds are occasionally encountered.
If you are interested in becoming a part of DRC, please submit the following:
1. Online Disability Rights California Application Form
2. Your resume
3. Detailed cover letter.
At Disability Rights California, we value diversity among our employees because unique perspectives allow us to effectively serve Californians with disabilities from a wide range of cultural backgrounds. As an equal opportunity employer, we hire without regard to race, color, ancestry, national origin, religion, creed, age (over 40), Disability (mental and physical), sex, gender (including pregnancy, childbirth, breastfeeding or related medical conditions), sexual orientation, gender identity, gender expression, medical condition, genetic information, marital status, military and veteran status, or any other protected characteristic.
Disability Rights California endorses and supports the intent of the Americans with Disabilities Act of 1990 (ADA) and the California Fair Employment and Housing Act (FEHA) and is committed to providing reasonable accommodations to qualified individuals with disabilities who are applicants or employees who need accommodations.