Administrative Assistant

General Description Our ideal candidate You are a dependable, punctual, caring professional, with excellent communications skills who uses tact, patience, and courtesy in a culturally sensitive manner. You can prioritize tasks and are motivated to complete work with minimal supervision. You take initiative to support the goals of the organization and the manager to whom you report. You are committed to providing the best service available to the Santa Barbara County Education Office, school districts, and students. General description Perform a wide variety of advanced and complex office duties and administrative support functions. Employees in this position assume major responsibility for providing and maintaining current information about the County Education Office policies, rules, regulations and procedures, programs, and functions. Specific Duties and Responsibilities Plan, organize, perform and train others in clerical, office and administrative support functions related to the activities and operations of the assigned program, division or department Serve as a primary source of information regarding the Office and assigned program policies, procedures, standards and requirements including pertinent legal requirements and other legislative enactments as appropriate to assignment Receive and interview callers and visitors Provide information where independent judgement, knowledge and interpretations are utilized Research and compile background material such as statistical and financial data and supporting information Compile and prepare comprehensive reports, records, surveys and other documents Coordinate and prepare materials for presentation to the County Board of Education or other entities to whom the manager supported communicates Compose and prepare a variety of correspondence, memorandums reports and other documents, including material of a confidential nature Screen mail and handle routine items requiring action, prioritizing items for manager action Route mail to others as appropriate and process administrative details not requiring the immediate attention of the manager Assist in budget planning and expenditure control process Prepare and distribute meeting notices and agendas, attend meetings to record proceedings, and prepare and distribute comprehensive minutes of meetings Establish and maintain a wide variety of manual and computerized files and records including but not limited to records of various state and federal projects Maintain confidential information and records May assist with ordering, inventory and distribution of office supplies and forms for the assigned program Prepare purchase orders and process invoices May assist with setting up and processing of numerous contracts for contractors Prepare and maintain calendar of activities, meetings, and events Schedule appointments, conferences and meetings Arrange travel accommodations and process travel claims May assist with updating and maintaining web pages or information for web pages Assist with online registration for numerous department workshops and events Assist with event coordination and setup and provide administrative support as needed Operate a variety of office machines such as typewriter, personal computer, terminal, printer, fax machine, calculator, copier and specialized equipment common to assigned program or office May direct, train and provide input for the evaluation of clerical support staff Perform other job related duties as assigned Requirements Education: Graduation from high school supplemented by evidence of business or office courses or administrative support experience Experience: four years of increasingly responsible office experience Knowledge and skills Modern office practices, procedures and equipment Basic administrative procedures Personal computers and industry standard software applications, including Microsoft Office, Filemaker, Escape, Excel, and other software programs pertinent to the functions of the assigned department Telephone techniques and etiquette that provide a high professional standard of service to others and demonstrate a calm and patient demeanor Statistical and financial record-keeping Correct English usage, grammar, spelling, punctuation and vocabulary Oral and written communication skills Principles of training and providing work direction that promote high standards, professionalism, collaboration, and a positive work environment Interpersonal skills using tact, patience and courtesy Abilities Quickly acquire knowledge of County Education Office organization, operations, policies and objectives Interpret, explain and apply laws, rules, regulations and policies with relationship to the assigned program or office Analyze situations accurately and adopt an effective course of action Understand and follow oral and written directions Communicate effectively both orally and in writing Demonstrate keyboarding/typing skills and speed as required by the assignment Establish and maintain efficient office procedures, record keeping, and filing systems Plan, organize, coordinate and prioritize assigned tasks to successfully meet time lines Establish and maintain effective and collaborative positive working relationships Train and provide work direction to others Maintain records and prepare reports Work independently with little direction Work confidentially with discretion Licenses and certificates Some positions in this classification may require: Valid California Class C Driver's License and insurance coverage as required by law. Enrollment in the California Department of Motor Vehicles Government Employer Pull Notice Program as a condition of employment. Working conditions Work is performed primarily indoors with minimal exposure to health and safety hazards. Supplemental Information Classified salary ranges have 26 steps (A-Z). Initial salary placement for new hires is between steps A and J, based on qualifications. Click here for an Overview of Our Application & Selection Process . RECRUITMENT INFORMATION: • All applicants who meet the minimum qualifications will be invited to participate in the examination process for the position. • The examination process may include one or more of the following: written, oral, and performance examination. • Candidates must pass all parts of the examination process to be placed on the eligibility list. Final score will determine the candidate's rank on the eligibility list. • A candidate in the top three ranks (including tie scores) on the eligibility list may be considered for hire; when there are multiple vacancies in the same job classification, additional ranks will be considered. • This recruitment is Dual Certification, meaning it is open to all applicants, including current SBCEO employees and those from the general public. Dual certification results in one integrated eligibility list based on rank. • Eligibility lists are generally valid for six months; promotional eligibility lists are valid for one year. Lists may be exhausted prior to the original expiration date, or they may be extended with the approval of the Personnel Commission. • If you require an accommodation for any step of the application and selection process, please notify Human Resources by the application deadline date (or as soon as possible for an open continuous recruitment). • Veterans' Preference Points: This recruitment is eligible for veterans' preference points for qualifying veterans. Non-Discrimination Policy Statement For purposes of this policy, employees include job applicants, interns, volunteers, and persons who contracted with SBCEO to provide services, as applicable. No SBCEO employee shall be discriminated against or harassed by any coworker, supervisor, manager, or other person with whom the employee comes in contact in the course of employment, on the basis of the employee's actual or perceived race, color, ancestry, national origin, age, religious creed, marital status, pregnancy, physical or mental disability, medical condition, genetic information, veteran or military status, sex, sexual orientation, gender, gender identity, gender expression, or association with a person or group with one or more of these actual or perceived characteristics. SBCEO prohibits discrimination against employees on the basis of reproductive health decision making, defined as a person's decision to use or access a particular drug, device, product, or medical service for reproductive health. SBCEO does not discriminate against employees on the basis of immigration status, unless there is clear and convincing evidence that SBCEO is required to do so in order to comply with federal immigration law.aa415a4b-8b21-40fc-a65c-70d2b25ca29a