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Working at SANDAG | Job Openings | Email Notification | How to Apply | FAQ

Administrative Office Specialist

Salary Range:
$43,902 to $63,657

Close Date: Open Until Filled

Role

The Administrative Office Specialist will perform administrative tasks in support of the Director of ARJIS and ARJIS department team members, clerk monthly public meetings, intake law enforcement and public safety customer calls, and forward inquiries and concerns to the appropriate team member.  The ideal candidate will have excellent customer service skills, enjoy supporting multiple concurrent activities, work well under pressure, and respect strict deadlines.

This position is required to be on-call for several days at a time; typical volume is two calls or email inquiries per day during business hours and two calls or email inquiries per month after business hours.

Overview of Automated Regional Justice Information System (ARJIS)
The Automated Regional Justice Information System (ARJIS) was created as a Joint Powers Agency to share information among justice agencies throughout San Diego and Imperial Counties, California. ARJIS has evolved into a complex criminal justice enterprise network used by 80+ local, state, and federal agencies in the two California counties that border Mexico. The ARJIS governance structure promotes data sharing and cooperation at all levels for member agencies, from chiefs to officers to technical staff.

The ARJIS team develops and maintains a complex, multi‐agency information network that allows real‐time law enforcement applications and data to be shared among local, state, and federal criminal justice agencies. Data sharing improves the effectiveness of the regional criminal justice system with the ultimate goal to improve the quality of life for residents in the region. The focus is on the development, implementation, and management of the ARJIS Enterprise System, a suite of tools such as mapping applications, real time officer notifications, and reporting systems.


Job Responsibilities
•Perform Clerking functions for monthly committee meetings; record meeting minutes/actions/attendance (written and audio), process documents approved at meetings including resolutions, ordinances, agreements, and contracts, and maintain official records of meetings in accordance with Brown Act requirements.
•Serve as liaison between the Director and ARJIS team members, internal departments, and partner agencies; prepare, review, and distribute agendas, reports, and related materials for staff and committee meetings.
•Provide administrative support for the Director of ARJIS; schedule appointments, coordinate meetings, and maintain the ARJIS Department calendar of activities, meetings, and events.
•Maintain accurate customer records, update proprietary database, perform verification and updates and, assign customer inquiry to appropriate team member. Answer ARJIS customer calls and emails; calls are received 24 hours a day, 7 days a week, 365 days a year. 
•Provide prompt, courteous, and helpful assistance to customers, the public, vendors, and internal and external stakeholders that result in a lasting positive impression of ARJIS.
•Provide administrative support to ARJIS staff related to department projects and activities; accurately prepare correspondence, memos, notices, reports and bulletins from rough draft, verbal instruction, or audio recordings; independently compose routine correspondence as needed; proofread and edit prepared documents for grammar, spelling, and punctuation.

Experience and Qualifications
•A high school diploma supplemented by specialized training.
•Five years of increasingly responsible experience providing administrative support and customer service.
•Knowledge of public meeting procedures; experience attending meetings to record minutes and summarize actions is desirable; knowledge of the Brown Act public meeting requirements and Roberts Rules of Order are desirable.
•Demonstrated ability to create and format a wide variety of electronic documents ranging from routine letters and memos, to agendas and reports; demonstrated proficiency with document formatting; proficiency using various programs from the Microsoft Office Suite including SharePoint; demonstrated ability to type or take notes at a speed necessary for successful job performance.
•Experience scheduling and coordinating a high volume of appointments/meetings with numerous attendees, and maintaining a calendar of activities, meetings, and events.
•Experience working in a customer service environment, answering inbound and outbound customer service calls.
•Demonstrated knowledge of effective customer service techniques; experience diffusing and resolving difficult customer interactions is desirable.
•Experience maintaining customer account records in an electronic database; experience researching account information; ability to explain information clearly and concisely.
•Knowledge of telephone etiquette; excellent verbal and written communication skills including appropriate use of the English language.
•Excellent organizational skills and the ability to exercise good judgment, work independently, and meet strict deadlines.
•The final candidate selected for this position must successfully pass a pre‐employment criminal background check in compliance with the FBI and the California Department of Justice requirements. Periodic re‐checking of criminal background history will be a condition of employment.
•Applicants selected will be subject to a government security background investigation and must meet eligibility and suitability requirements.

Benefits
Our benefits include health, dental, and vision insurance as well as employee assistance, wellness, and work/life balance programs. Retirement and financial security benefits are provided through a pension plan and deferred compensation program. SANDAG offers flexible work schedules and employees are provided with paid time off and paid holidays.


How to Apply
Interested candidates may apply for this position by completing a SANDAG Employment Application.

The Employment Application can be downloaded from the SANDAG website or by contacting hr@sandag.org or calling (619) 699-1900. See our Careers / How to Apply webpage for additional information.

First review of Applications: January 3, 2022- Open until filled
Expected Start Date: February 2022

In compliance with the Americans with Disabilities Act (ADA), SANDAG will accommodate persons who require assistance in order to apply for a position at SANDAG. Applicants requiring an accommodation due to a disability during any stage of the recruitment and selection process, including requesting this document and related application materials in an alternative format, should make their needs known by contacting Human Resources at hr@sandag.org, (619) 699-1900, (619) 699-1904 (TTY), or fax (619) 699-6905.

Further Information
In compliance with the Immigration Reform and Control Act of 1986, applicants hired by SANDAG must show acceptable proof of identity and evidence of authorization to work in the United States.

The selected candidate can anticipate a driving record check upon hire, and approximately annually thereafter. The results of the check may determine whether the selected candidate will be permitted to drive for SANDAG business.

SANDAG requires all new employees to be fully vaccinated for COVID 19 within 45 days of hire; reasonable accommodation requests will be considered.

SANDAG employees are expected to work in-person in our San Diego office.

SANDAG is an Equal Opportunity Employer

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