Administrative Aide

Summary

Under general supervision, performs a variety of administrative, secretarial, and office support duties of considerable complexity requiring thorough knowledge of the department, its procedures, and operational details; provides administrative support to management and departmental staff; composes and prepares correspondence using considerable judgment in content and style; provides information to the public and staff; provides assistance for a wide variety of assignments related to administration of budgets, contracts, research projects, and/or department programs; and performs related work as required.

Supervision Received And Exercised

Receives general supervision from assigned management and supervisory staff. May provide technical and functional direction to assigned administrative support staff.

Distinguishing Characteristics

This is a journey-level administrative support classification. Incumbents at this level are capable of performing complex administrative and office support duties, including providing a high level of administrative assistance in department-specific projects and programs. Incumbents work with a high degree of independent judgment, tact, and initiative. This classification is distinguished from the Assistant to the General Manager and Administrative Assistant classes in that the latter provide complex administrative support to the General Manager and Assistant General Manager respectively. This classification is further distinguished from those in the Office Assistant series in that the latter perform more routine office support duties that do not require in-depth knowledge of department-specific programs and services.

Essential Duties And Responsibilities

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Provides administrative support to managers and departmental staff by assisting with duties of a complex nature; acts as a liaison between management and other staff or the public, coordinating resolutions when appropriate.
• Schedules and/or coordinates meetings, seminars, conferences, and training sessions for department staff; prepares agendas and informational packets, sets up meeting rooms, and takes and transcribes meeting minutes as assigned.
• Assists or administers department projects and/or programs as assigned by management staff; provides assistance to department staff in various research and department-related projects.
• Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, announcements, and other informational materials.
• Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, administrative, statistical, financial, and staff reports, and correspondence for department staff from rough draft, handwritten copy, verbal instructions, or from other material; inputs and retrieves data and text using a computer; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections.
• Prepares and processes reports, forms, and records, such as payroll, requests for payments, purchase orders, invoices, requests for proposals, bid packages, contracts, and agreements.
• Screens calls, visitors, and incoming mail; provides information to the public, to provide understanding of department and District policies and procedures; listens to questions and interprets and applies regulations, policies, procedures, systems, rules, and precedents according to existing guidelines; communicates with vendors to ensure contract compliance; responds to inquiries from staff and the public; coordinates or resolves problems of a moderate nature when appropriate.
• Develops and implements file, index, tracking, and recordkeeping systems; researches records within areas of assigned responsibility to prepare reports; and provides follow-up information to inquiries.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
• Monitors and orders office and other related supplies; prepares, processes, and tracks purchase requisitions for services and materials; receives vendor invoices; prepares requests for payment for manager approval.
• Acts as a department representative within community and District groups to relay or obtain relevant information regarding departmental activities.
• Coordinates and integrates department services and activities with other District departments and outside agencies.
• Operates a variety of standard office equipment, including job-related computer hardware and software applications, copiers, postage meters, facsimile machines, and multi-line telephones; may operate other department-specific equipment.
• Maintains department personnel files, including processing personnel action forms and sensitive/confidential personnel issues, preparing supervisor generated performance evaluation forms, processing accident/incident/workers’ compensation claim forms, filing pertinent documents, maintaining files in a secure location, and providing information to supervisors and managers.
• Assists with District special events as needed.
• Performs other duties as assigned.

Qualifications

Education and Experience:

• High School Diploma or GED is required; two years or 60 units of relevant college level coursework or vocational training is desirable;
• Three years of relevant professional experience.

• Any combination of training, education, and experience that would provide the required knowledge, skills, and abilities.

Knowledge of:

• Organization and function of public agencies, including the role of an elected governing board and appointed boards and commissions.
• Applicable federal, state, and local laws, regulatory codes, ordinances, policies, and procedures relevant to assigned area of responsibility.
• Modern office administrative and secretarial practices and procedures, including the use of standard office equipment.
• Business letter writing and standard formats for reports and correspondence.
• Principles and practices of data collection and report preparation.
• Computer applications related to the work.
• Business mathematics and basic statistical techniques.
• Recordkeeping principles and procedures.
• Modern office practices, methods, and computer equipment and applications related to the work.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.

Ability to:

• Perform responsible administrative and secretarial support work with accuracy and speed.
• Provide varied and responsible secretarial and office administrative work requiring the use of tact and discretion.
• Understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities.
• Interpret, apply, and explain administrative and departmental policies and procedures.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Compose correspondence and reports independently or from brief instructions.
• Make accurate mathematical, financial, and statistical computations.
• Maintain confidentiality.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Establish and maintain a variety of filing, recordkeeping, and tracking systems.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Speak effectively in public.
• Operate modern office equipment, including computer equipment and specialized software applications programs.
• Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Licenses and Certifications:

• At time of appointment, California Driver’s License with a satisfactory driving record maintained throughout employment.

Physical Demands

Must possess: mobility to work in a standard office setting and use standard office equipment, including a computer, and to visit various District and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity needed to access, enter, and retrieve data using a computer keyboard, calculator, and to operate standard office equipment. Occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Ability to lift, carry, push, and pull materials and objects up to 40 pounds or heavier weights with assistance and/or the use of proper equipment.

Environmental Elements

Incumbents typically work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Incumbents will interact with individuals in interpreting and enforcing rules, policies, and procedures.

Working Conditions

Incumbents may be assigned an irregular work schedule, including weekends, early mornings, evenings, and holidays.

Pre-Employment Conditions

• Department of Justice fingerprint clearance.
• Medical exam and drug testing clearance.

Classification Details/History

Date Adopted: 6/14/17 Job Code: PT854 FLSA Status: Non-Exempt Supersedes: Administrative Aide dated 10/29/08