Administrative Assistant I / II

Administrative Assistant Position

Under general direction, to plan, organize, manage, and perform a wide variety of administrative support functions; to coordinate and oversee special grants and reporting requirements; to provide supervision and training for assigned staff; to perform a variety of difficult, complex, and specialized information gathering, public relations assignments; and to do related work as required.

Administrative Assistant I This is considered to be a specialty, paraprofessional classification. Incumbents will be assigned highly complex, advanced level administrative support responsibilities. Additionally, they will assume responsibility for coordination of assigned programs and will be expected to work independently with minimal direction.

Administrative Assistant II This is a specialized classification, which performs a variety of management and administrative service functions. Incumbents will be assigned highly complex, advanced level administrative support responsibilities. Additionally, they will assume responsibility for coordination of assigned programs and will be expected to work independently with minimal direction.

The following duties are typical for this classification. Incumbents may not perform all of the duties listed and / or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Assists with a wide variety of general administrative projects, providing technical and highly skilled clerical support to management staff.
• Researches data.
• Prepares reports and makes recommendations as appropriate.
• May assist with the analysis of revenue / expenditure data and budgetary / fiscal recommendations for use by management staff.
• Certain personnel / payroll functions.
• Complex word processing projects and specialized department projects including accounts payable / receivable, specialty billing and insurance programs.
• Supplies / purchasing activities and grants support work.
• Monitors departmental budgets, making budget transfers as required.
• Reviews and reconciles departmental fiscal records.
• May write a variety of proposals and bid documents.
• Researches suppliers and makes recommendations as to appropriate cost saving measures.
• Handles complex clerical duties inclusive of document preparation, development of correspondence and related items using personal computers and other common office machines.
• Performs other related duties as assigned.

The following generally describes the knowledge and ability to enter the job and / or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of :

Administrative Assistant I General principles and practices of public administration, including budgeting, personnel and purchasing practices; methods of research and statistical data collection; modern office methodologies.

Administrative Assistant II County policies, rules, and regulations; budget development and control; public and community relations; grant development and administration; administrative analysis; office management methods and procedures; principles of supervision, training and staff evaluation; purchasing practices, complex public agency accounting procedures.

Skill and Ability to :

Administrative Assistant I Accurately gather and analyze data; organize and write reports; prepare and present recommendations before individuals and groups. Prepare documents, visual aids, and other related items for use in oral and written presentations. Effectively operate a variety of modern office machines, including personal computers, do independent research and data collections for use in budget preparation and program management activities, establish and maintain cooperative working relationships with others.

Administrative Assistant II Plan, organize, manage and perform administrative functions; exercise significant responsibility in the development and maintenance of the budget; gather, organize, analyze, and present a variety of data and information; prepare clear, concise and accurate reports and records; use a personal computer and appropriate software for administrative services functions; establish and maintain cooperative working relationships.

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be :

Administrative Assistant I High school diploma or equivalent; five (5) years of advanced-level clerical or bookkeeping experience; or equivalent combination of training and experience.

Administrative Assistant II High school diploma or equivalent; seven (7)years of advanced-level administrative and fiscal experience, preferably including experience in grant development and administration; or equivalent combination of training and experience.

Possession of an appropriate California driver's license by the State Department of Motor Vehicles.