THE CHIEF OFFICERS ASSOCIATION IS LOOKING FOR AN INDIVIDUAL THAT MEETS THE FOLLOWING CRITERIA TO BECOME ADMINISTRATIVE ASSISTANT TO THE BOARD BEGINNING JUNE 1, 2008. INTERESTED CANDIDATES SHALL EMAIL THEIR RESUME AND CONTACT INFORMATION TO LETICIA AT COASECRETARY@PACBELL.NET. YOU WILL BE CONTACTED TO SCHEDULE AN INTERVIEW. DEADLINE TO SUBMIT RESUMES IS MAY 21, 2008.

SELECTION CRITERA

Administrative Assistant

LOS ANGELES FIRE DEPARTMENT

CHIEF OFFICERS ASSOCIATION

This position is a part-time position which is accomplished at home outside of regular business hours. The position could require anywhere from 20 to 40 hours on monthly basis.

The ideal candidate will have their own computer with internet access and be familiar with Access and Word programs. The position requires the utmost discretion and confidentiality. Fire Department resources are not to be used in the completion of your duties as Administrative Assistant for the COA.

SUMMARY OF DUTIES

The Administrative Assistant provides clerical support and performs other related duties for the Executive Board of the Chief Officers Association

Duties and responsibilities may include but are not limited to:

• Coordinating with retired chiefs to set up dinners, including making reservations at Taix
• Arranging meeting room for Executive Board meetings at appropriate facilities
• Welcome letters to newly promoted chiefs
• Mailing to active and retired membership regarding social events, dinners, etc. (weekly, monthly, quarterly, yearly)
• Mail collection and distribution – post office box located at 300 N Los Angeles Street in the Federal Building, biweekly visits necessary to collect mail
• Election coordination, ballot distribution and counting (when applicable)
• Continual maintenance of membership database in Access format
• Coordinating voting of Board on Council candidate contributions and other functions
• Compose letters of support for various Council, Senate or Assembly candidates when required.
• Relaying messages to appropriate board members in a timely fashion
• Record keeping skills to maintain and monitor a variety of computer and hard files related to various COA functions.
• This list is not all inclusive, other duties may be assigned as necessary

KNOWLEDGE

§ Strong knowledge of computer applications and systems, which include Word 7.0, Microsoft Access, Excel and PowerPoint.

§ Basic office practices and procedures, including the development and maintenance of filing systems, common report and correspondence formats, and factors considered when organizing and prioritizing duties and projects.

§ General knowledge of the City’s policies, procedures and rules relating to personnel practices.

§ Correct punctuation, spelling and grammar usage for accurate completion of reports and other correspondence.

§ Appropriate and professional telephone etiquette for an office environment.

§ Commonly used office equipment.

ABILITIES

§ Effectively and tactfully communicate with a variety of individuals, displaying and maintaining a professional demeanor while providing information and assistance on behalf of the Chief Officers Association.

§ Maintain the confidential nature of information contained in, and generated by the Chief Officers Association.

§ Display and maintain a strong work ethic.

§ Understand job instructions; carry out routine and complex assignments, exercise initiative and self-motivation with guidance from the Board

§ Compose and generate routine correspondence and reports utilizing word processing, electronic and data management applications with a personal computer.

§ Accurately proofread and edit documents for content, grammar, punctuation and spelling.

§ Establish or adhere to COA priorities and adapt to changing priorities due to Association needs.

§ Work productively, and complete assigned tasks in a timely manner, while working under time constraints and in stressful situations.