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| Class Title: |
ADMINISTRATIVE ASSISTANT
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| Class Code: |
6054
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| Salary: |
$19.40 - $23.81 Hourly
$1,687.80 - $2,071.47 Semi-Monthly
$3,375.60 - $4,142.94 Monthly
$40,507.20 - $49,715.28 Annually
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To provide paraprofessional administrative and staff assistance to a County Department or Division Director. The work is usually concentrated in a specific operational area, requiring knowledge of that department or division's programs and operations. Assignments have less than 20 percent clerical duties with the majority of work involving budget preparation and monitoring; and critical research tasks that assist and extend the capabilities of their manager and other professional staff. May perform limited clerical duties for an executive, such as ordering office supplies, typing, filing, scheduling meetings, and receiving callers in person or by telephone.
DISTINGUISHING CHARACTERISTICS
This is a single advanced level administrative job class and is distinguished from other administrative support job classes by the significant emphasis on paraprofessional administrative duties, broader scope and budget involvement/oversight versus general administrative and/or more secretarial/support This class is distinguished from the Administrative Analyst job class by the latter’s greater independence and responsibility for initiating professional level work assignments, and carrying out independent extensive data collection, analysis, research, evaluation and technical report writing. |
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Examples of Duties:
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ESSENTIAL FUNCTIONS (Essential functions, as defined under the Americans with Disabilities Act, may include the following duties and responsibilities, knowledge, skills and other characteristics. Depending upon assignment, the incumbent may perform a combination of some or all of the following duties, which are a representative sample of the level of work appropriate to this classification.)
Assists in the development of parts of the department or division budget, including drafting budget narrative and estimating the funds needed; gathers data and prepares budget forms; serves as staff for Citizen’s Budget Advisory Committee; projects revenues and expenditures; prepares revenue and expenditure reports; coordinates the accounts receivable and accounts payable functions.
Monitors budget expenditures by reconciling the monthly budget report to the known expenditures and assures that all items are coded accurately and the funds tracked appropriately; analyzes budget data and prepares reports; reconciles expenditure and revenue reports; prepares journal vouchers and other documentation to correct erroneous charges against budget categories.
Prepares Budget Modification documents for signature by department manager to show how funds willbe reallocated or to document need for additional funds. Explains laws, rules, and procedures for employment, personnel, purchasing, contracting and other financial matters.
Reviews the effectiveness and efficiency of procedures and revises them as needed. Develops procedures, systems and forms necessary to complete work and ensure efficient flow of work, information, delivery of services within the agency and between agencies.
Confers with management staff to assist in identifying financial, personnel and materials needs and problems; attends meetings at manager’s direction representing the Department or Division; serves as liaison between the manager, the public, staff, and other County agencies; coordinates administrative or program-related projects with other divisions and departments and with outside agencies; responds to correspondence; researches and responds to citizen complaints and questions.
Coordinates contracted training or staff evaluation activities; plans, prepares and presents workshops for agency staff, clients or the public; writes and edits information pamphlets, training handouts, instructional materials and other publications explaining agency services or new laws, processes or procedures.
Handles special projects for manager involving research, analysis, coordination and/or synthesis of information.
Coordinates identification of facilities needs and purchase of office furniture and equipment; designs office layout and coordinates staff moves.
Acts as staff to advisory Boards, committees, and other community or professional groups that are concerned with the content and funding of programs managed by the Department or Division.
Investigates circumstances and responds to questions about program actions; resolves issues related to approval or denial of benefits or other actions taken by department staff.
Prioritizes, summarizes critical or urgent issues directed to the department or division manager; directs inquiries, from the public, employees, supervisors, and other agency staff, to appropriate individuals other than the manager. May prioritize, reallocate time and schedule for department or division executive manager.
Researches options and purchases office equipment such as copiers, telephone systems, computer hardware and supplies; develops agreements with other agencies for interagency cooperation and funding of joint projects; prepares contracts for needed professional services with consultants; monitors contract activities and payments.
Provides limited office support in the form of typing, data entry, reception, purchasing office supplies, filing, faxing, and copying.
Coordinates the work of professional and technical staff between agencies, the public and governmental agencies.
Performs other related duties as assigned. |
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Supervision Received and Exercised:
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Receives direction from a department or division manager.
May exercise functional and technical supervision over assigned clerical staff. |
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Knowledge/Skills/Abilities Required:
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Working knowledge of principles and practices of administrative support services administration in the public sector including methods and techniques used in financial administration, personnel administration, purchasing, project management, and contracting.
Working knowledge of procedures and techniques of budget preparation and accounting; and the ability to implement and maintain standard filing and accounting systems; assist in preparing and monitoring a complex budget.
Working knowledge of principles and practices of statistical and administrative research and report preparation.
Working knowledge of principles and techniques involved with researching, compiling, analyzing, and preparing a variety of fiscal, statistical, and administrative reports; make sound recommendations based on research and analysis.
Working knowledge of principles and procedures of record keeping, bookkeeping, and reporting.
Thorough knowledge of English usage, spelling, grammar, and punctuation; and the principles and techniques of business writing.
Working knowledge of organization and operation of County government and of outside agencies as necessary to assume assigned responsibilities.
Knowledge of principles of supervision and training.
Knowledge of and the ability to apply pertinent federal, state, and local laws, codes and regulations; and department policies and procedures.
Ability to perform paraprofessional, technical, and analytical work involving the use of independent judgment, professional versatility, and personal initiative.
Ability to work cooperatively with other departments, County officials, and outside agencies; represent the County in a professional manner to clients and the general public; supervise and train assigned staff; and communicate effectively, both orally and in writing.
Ability to analyze situations carefully and adopt effective courses of action; maintain confidential data and information for exempt staff.
Ability to independently prepare correspondence, reports, presentations and memoranda; operate a variety of modern office equipment including related software.
Ability to analyze, evaluate, and modify operating methods and procedures. |
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Minimum Qualifications Required for Entry:
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Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience: Four years of increasingly responsible secretarial or technical administrative support experience, AND
Training: Equivalent to the completion of the twelfth grade. An Associate of Arts degree from an accredited college with major course work in business administration, public administration, or a related field may substitute for two years of the experience. For some positions, a bachelor’s degree in business or public administration is preferred. Additional specialized business or general project/program management training is desirable. |
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Classification Type/FLSA/History:
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Type: Union Classification
FLSA: Non-Exempt History: Revised July 2009 Revised February 1, 2000 Established Jan 1990 |
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PSG:
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19 |
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