Administrative Assistant

California African American Museum

Los Angeles, CA

Job Type: Temporary/Intermittent (119 Day appointment)

 

DEPARTMENT INFORMATION


The California African American Museum (CAAM) researches, collects, preserves and interprets for
public enrichment the history, art/culture of African Americans. Chartered by the California State
Legislature in 1977, CAAM is a state supported institution and a partner with the 501(c)(3) nonprofit
organization Friends, the Foundation of the CAAM. In addition to its permanent collection of over 4,000
objects of art, artifacts and historical documents, CAAM house a research library, and hosts in-house
curated exhibitions and traveling exhibitions on a regular basis. In 2016, CAAM became a Smithsonian
affiliate.


Department Website: https://caamuseum.org/


JOB DESCRIPTION AND DUTIES


Under the supervision of the Executive Director, with minimal direction, the incumbent will be
responsible for various administrative tasks. Incumbent will work closely with executive
assistant, management team, Board Members, major donors, elected officials, community
leaders and staff, as well as interface with the public, acting on behalf of the Executive Director
and Executive Assistant. Act as a secondary switchboard operator and front office assistant as
needed. Duties include answering the museum’s main public line, responding appropriately to
inquiries, directing calls accurately and efficiently; review, distribute and process internal,
external and express mail; greet visitors and assist with their needs, coordinate with the
contracted telephone company to assist staff with phone issues including voice mail set up;
complete other administrative tasks as assigned, including research and reporting to
management.


ESSENTIAL FUNCTIONS


40% Responsible for performing varied administrative tasks, including facility use
arrangements; addressing questions, concerns, resolving issues, and providing
recommendations, screening telephone calls and assist management by handling lower
level inquiries, greeting guests and visitors, coordinate facility use, all through excellent oral and written communication including problem solving with minimal guidance from
management and executive assistant. Monitor visitor’s access and maintain security
awareness.


10% Create and maintain a recordkeeping system for the Executive Director and CAAM staff
on correspondence, including incoming and outgoing mail, email, facsimiles to include
screening, tracking, and assigning correspondence.
10% Serves as the primary interface to the public in communication with the museum. This
includes providing information on CAAM’s operations, including hours, upcoming events
and parking details, etc.


5% Review and accurately prepare monthly board member packages and poll members for
attendance to meetings.


5% Ensure knowledge of staffs movements in and out of organization.


5% Responsible for coordinating and processing inventory for staff, take orders for office
supplies, maintain inventory, accurately complete forms for Executive Assistant,
maintain order files, monitor orders to ensure complete, accurate and received timely.


5% Compile, develop and distribute reports, including minutes, various correspondence via
email, oral and written correspondence for CAAM, Friends and Foundation staff and
external entities on various administrative issues on behalf of Executive Director and
Deputy Director of Operations and Special Events.


5% Maintain a record of incoming checks (CAAM and the Foundation) and alert appropriate
staff or foundation members of the status.


5% Serve as logistics coordinator for museum vehicle(s), perform record keeping, maintain
the log and monitor drivers use. Maintain equipment inventory for the museum.
Coordinate with Executive Assistant on postage reports, ensure sufficient funds are
available.


5% Maintain, distribute, and coordinate with Exposition Park Operations for CAAM Facility
to manage parking passes and/ or lists for staff, board members and guests for various
CAAM events and/or programs.


5% Assist with various public museum programs and events, including checking in and
escorting guests, distributing event materials and assist with other duties as required.

DESIRABLE QUALIFICATIONS
 Being prompt, prepared, focused and responsive;
 Ability to: Perform clerical work, use good English; operate various office machines; follow oral
and written directions; evaluate situations accurately and take effective action; read and write
English at a level required for successful job performance.

SPECIAL PERSONAL CHARACTERISTICS
 Neat and fit personal and professional appearance;
INTERPERSONAL SKILLS
 Ability to communicate effectively with individuals from varied experiences, perspectives and
backgrounds.


APPLICATION INSTRUCTIONS


HOW TO APPLY
You may submit your completed Examination/Employment Application (STD 678) by the following
methods:


Address for Mailing Application
CA Science Center
Attn: State Human Resources
700 Exposition Park Drive
Los Angeles, CA 90037


Address for Drop-Off Application
CA Science Center
Attn: State Human Resources
700 Exposition Park Drive
Los Angeles, CA 90037
08:00 AM - 05:00 PM


Required Application Documents
Applicants requiring reasonable accommodations for the hiring interview process must request the
necessary accommodations if scheduled for a hiring interview. The request should be made at the time
of contact to schedule the interview. Questions regarding reasonable accommodations may be directed
to the EEO contact listed on this job posting.


BENEFITS


The California African American Museum is located in Los Angeles and offers free parking to employees.


CONTACT INFORMATION
The Hiring Unit Contact is available to answer questions regarding the position or application process.


Hiring Unit Contact:
State Human Resources
Maria Hernandez (213) 744-7533
mhernandez@cscmail.org


Please direct requests for Reasonable Accommodations to the interview scheduler at the time the
interview is being scheduled. You may direct any additional questions regarding Reasonable
Accommodations or Equal Employment Opportunity for this position(s) to the Department's EEO Office.


EEO Contact:
Cheryl Tateishi (Interim EEO)
(213) 744-2328
ctateishi@cscmail.org


California Relay Service: 1-800-735-2929 (TTY), 1-800-735-2922 (Voice) TTY is a Telecommunications
Device for the Deaf, and is reachable only from phones equipped with a TTY Device.


Additional Information
Upon submission of your State application (STD. 678 (REV 12/2017), please ensure the following
information is clearly stated on the application:
• Classification/Working Title: Administrative Assistant I, Position # 317-211-0246-901
• State the source of your eligibility: Temporary, 119 Day hire
• Applications must have original signature and date for acceptance. Applications with “see Resume”
will not be considered.
• Fax or email applications are not accepted.
• Applications will be screened and the most qualified applicants will be selected


ADDITIONAL REQUIREMENTS


The position requires incumbents pass a Department of Justice background clearance prior to being
hired. This may include Criminal Background, Fingerprinting, and a review of any governmental records.
The position requires incumbents pass a TB test and medical review. You will be required to submit to a
Health Questionnaire and receive clearance prior to being hired.


EQUAL OPPORTUNITY EMPLOYER
The State of California is an equal opportunity employer to all, regardless of age, ancestry, color,
disability (mental and physical), exercising the right to family care and medical leave, gender, gender
expression, gender identity, genetic information, marital status, medical condition, military or veteran
status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth,
breastfeeding and related medical conditions), and sexual orientation.
It is an objective of the State of California to achieve a drug-free work place. Any applicant for state
employment will be expected to behave in accordance with this objective because the use of illegal
drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust
placed in public servants.

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