The Bay Area Air Quality Management District (Air District) is a regional government agency, committed to achieving clean air to protect the public's health and the environment. The Air District accomplishes this goal through regulation of industrial facilities and various outreach and incentive programs designed to encourage clean air choices.
 
The Air District's jurisdiction encompasses all of seven counties - Alameda, Contra Costa, Marin, San Francisco, San Mateo, Santa Clara and Napa, and portions of two others - southwestern Solano and southern Sonoma.
 
The Air District is currently accepting applications for the position of Assistant Staff Specialist I/II in the Legislative and Government Affairs Office. This is an open recruitment for one (1) full-time, represented position. 
 
 
About the Position
The Assistant Staff Specialist I/II reports to the External Affairs Officer in the Legislative and Government Affairs Office. External Affairs oversees the Air District’s partnership with the Metropolitan Transportation Commission (MTC) for the Commuter Benefits Program, directs the Flex Your Commute messaging campaign, is responsible for developing an Air District-wide partnership program, and oversees the Air District’s sponsorship efforts.
 
In this position, you will work with the External Affairs Officer to conduct external affairs business. Duties include attending meetings and note-taking and action items, processing sponsorship contracts and payments, maintaining spreadsheets to track sponsorship records, assisting with annual reporting presentations, providing assistance and tracking enforcement activities for the Commuter Benefits Program, and other duties as directed by the External Affairs Officer. This position provides support to the External Affairs Officer and helps coordinate logistical and planning aspects for special events/conferences or meetings.
 
Definition
 
Under general supervision, performs a variety of administrative work limited to the areas of incentives, contracts, business services, finance, budget, facility management programs, and other programs as needed; performs related work as assigned.
 
DistinguishingCharacteristics
 
Assistant Staff Specialist I is the entry level in this classification. Initially under close supervision, incumbents learn District procedures and policies while performing the more routine duties. As experience is gained, assignments become more diversified and are performed with less supervision. This class is alternately staffed with Assistant Staff Specialist II and incumbents may advance to the higher-level classification after gaining experience and demonstrating proficiency which meet the qualifications of the higher-level class.
 
Assistant Staff Specialist II is the journey level in this classification, fully proficient to perform higher-level program work than the Assistant Staff Specialist I. Incumbents perform a variety of administrative support functions in the programs listed in the definition above, and perform other related work as required. This class is distinguished from administrative support positions in that the latter provide general and routine office administrative support. This class is further distinguished from Staff Specialist in that the latter performs specialized functions in assigned programs at a professional level.The Assistant Staff Specialist duties will vary by Division and will include a subset of the example duties listed below for the specific position.
 
Assists in the administration and coordination of a variety of District programs and projects; performs administrative tasks.

Responds orally and in writing to inquiries regarding District programs to District staff, industry, public, and other agencies.

Researches and compiles a variety of data and informational materials related to District programs; analyzes and summarizes such information as directed; Assist in preparing verbal and written reports.

Confers with industry representatives, District staff, the public and other agencies to obtain and disseminate technical and operational information regarding District programs.

Schedules, attends, and participates in workshops, meetings, and trainings; prepares materials and follows up as required.

Assists in the development and implementation of new or improved systems to increase program effectiveness and reduce operational cost; assists in the preparation of cost analyses.
 
Receives and screens visitors and telephone calls, providing factual information which requires the interpretation of policies and procedures.
 
Maintains and updates computer databases and systems.
 
Receives, logs, reviews, processes documents, reports, and applications in accordance with established procedures and in compliance with regulations.
 
Assists in drafting new and revised policies and procedures for various programs.
 
Assists with internal and external program audits.Education & Experience

A typical way to obtain the knowledge and skills is:
 
Assistant Staff Specialist I: Equivalent to an Associate degree and one year of experience in office, program, or administrative support.
 
Assistant Staff Specialist II: In addition to the above, two years of experience providing administrative support services, preferably in an environmental program.
 
Other Requirements:
Specified positions may require the possession of a valid California driver's license.
 
Desirable Qualifications
 
Experience in External Affairs, Public Relations, or related fields. 
 
Experience working with Excel, Microsoft Teams, OneNote, and PowerPoint. 
 
Experience communicating effectively in writing, answering questions, or sourcing information by phone and email.
 
Experience working on several different projects simultaneously with good organizational skills.
 
Ability to gather information and ask questions.
 
Skill communicating with the staff, partner agencies and the public to answer questions and share Air District information.How to Apply
Interested individuals must submit a completed Air District application and responses to the supplemental questionnaire by 5:00 p.m. on Tuesday, April 16, 2024. Resumes are encouraged, but not mandatory, and are not accepted in lieu of the required application materials. Applications are accepted online; please visit our website at www.baaqmd.gov/jobs to apply. Postmarks, faxes, and e-mailed applications will not be accepted.
 
Except as requested in this announcement, do not include any additional documents, such as letters of recommendation, performance evaluations, work samples, etc. They will not be considered or returned.
 
Supplemental Questions Instructions
Individuals who apply for this position must respond to each of the required supplemental questions. Applications must be received by the Human Resources Office no later than the time and date specified in this vacancy announcement. The responses to the supplemental application questions will be used in accordance with the procedures indicated under the Selection Criteria section.
 
Please limit your responses to no more than one page (500 words) per question. Do not combine your responses or reference your application, resume, or any other requested documentation that you have included with your application packet to answer a question. This information will be evaluated as is and may be used to determine those applicants with the most directly related experience, education, and training to continue in the selection process. It is very important to provide a concise, clear, legible, complete response to each question.
 
Selection Criteria
Selection may be based upon a competitive examination consisting of a written exercise, interview, or combination of the two. Depending on the number of qualified applicants, an application screening and/or panel interview may be used to determine the most qualified applicants.
 
The Air District may hire from this recruitment process to fill future vacancies occurring within the next 18 months.
 
Persons with disabilities who may require reasonable accommodation during the application and/or selection process should notify the Human Resources Office at (415) 749-4980.
 
The Air District is an Equal Opportunity Employer.