Administrative Assistant

Administrative AssistantThis classification is scheduled to receive a 5% COLA effective July 2027.This is a departmental promotional opportunity for regular help employees of the Butte County Department of Probation. Only regular help employees currently employed in this Butte County Department are eligible to apply.This current vacancy is in the Fiscal Unit. New employees generally start at the beginning of the salary range. The salary range has 7 steps with employees typically starting at step 1 and moving to step 2 upon the completion of a successful one year probationary period. Each year thereafter, upon completion of successful performance, employees move to subsequent next step. Each step represents a 5% increase.Note: A training and experience evaluation may be utilized to determine an applicant's ranking among qualified candidates. Based upon information provided in this application including responses to supplemental questions, an applicant's education, training and experience (full-time equivalent) may be evaluated. Applicants should provide thoughtful and thorough responses to supplemental questions as they play an important role in this recruitment process. All qualifying work experience that is described or included in responses to supplemental questions MUST also be included and detailed in the "Work Experience" section of this application. "See Resume" is not an acceptable response for any supplemental question.FLSA: Non-ExemptDefinitionUnder general supervision, performs a variety of administrative and office support duties requiring knowledge of assigned department, its procedures, and operational details; composes and prepares various correspondence and reports; provides information to the public and staff; and performs related duties as assigned.Supervision Received and ExercisedReceives general supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff.Class CharacteristicsThis is the journey-level classification in the Administrative Assistant series. Positions at this level perform the full range of duties as assigned, work independently, and exercise judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Senior Administrative Assistant in that the latter performs the more complex work assigned to the series and serves as the primary administrative support to an assigned department head.Essential Job FunctionsExamples of Typical Job FunctionsComposes, formats, tracks, and prints a variety of documents, reports, correspondence, memoranda, requests for proposals, agreements, contracts, specifications, grant applications, manuals, charts, spreadsheets, and other documents and materials.Edits, revises, and proofreads materials for accuracy, completeness, compliance with department, division, program, and County policies, as well as for format, grammar, punctuation, and spelling.Serves as the point of contact for assigned department/division/program; receives, processes, and responds to public records requests, complaints, and other requests for information; researches and organizes information; coordinates resolution to problems and issues.Explains, interprets, and applies federal, state, and local laws, rules, and regulations, and department, division, program, and/or County policies and procedures relevant to assigned area of responsibility.Prepares and processes reports, forms, records, applications, and supporting documentation related to assigned area of responsibility; verifies and reviews reports, forms, records, and applications for completeness and conformance with established regulations and procedures.Maintains calendars and makes meeting arrangements; schedules meetings between County staff and management and other groups or organizations; arranges for necessary set-up of equipment and materials at meetings.Prepares and coordinates travel and training requests; confirms travel arrangements for conferences and business trips; tracks training attendance and completion; compiles expense reports and prepares staff reports.Serves as recording secretary and provides staff support for assigned committees/commissions including preparing, posting, and distributing public hearing notices, agendas, and informational packets, preparing staff reports, coordinating meeting logistics and room set-up, attending meetings, taking and transcribing minutes, and processing action items.Performs various budget and fiscal support work for assigned department/division/program, such as monitoring budgets, grants, and fund/account balances; processes accounts payable/receivable; generates purchase orders; assigns account codes and processes reimbursements, payment vouchers, check requests, and invoices in accordance with department, division, program, and/or County policies and procedures; prepares bank deposits; assists department management and staff in preparation of annual budget documents.Performs various duties associated with payroll, risk management, and human resources administration, which may include establishing and maintaining confidential employee records, reviewing and processing employee time records, processing department payroll, and processing recruitment and selection, performance management, training and development, leave management, workers' compensation, and related transactions and paperwork.Serves as administrator for assigned department/division information systems and databases, including setting up and generating reports, updating and maintaining access rights to users and user groups, and participating in business process and system updates.Organizes and maintains accurate and detailed databases, electronic and physical files, and records; verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules including archiving, scanning, and destructing files.Researches, compiles, and summarizes data from various sources and prepares a variety of reports according to established procedures and practices.Performs a variety of office support duties such as ordering and maintaining office and other related supplies and screening calls, visitors, and incoming mail and email correspondence.Completes special projects as assigned.Performs related duties as assigned.Minimum QualificationsKnowledge of:Modern office practices, equipment, and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.Operations, services, programs, policies, procedures, and processes of the department, division, or program to which the position is assigned.Business correspondence writing and the standard format for reports, correspondence, agendas, and related documents.Methods of preparing and processing various records, reports, forms, and other documents specific to assigned department, division, or program.Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.Business arithmetic and basic statistical techniques.Principles and practices of data collection and recordkeeping.Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.Ability To:Perform varied and responsible administrative and secretarial support work, requiring the use of independent judgment and discretion, with accuracy and speed.Compose clear and concise reports, correspondence, procedures, and other written materials independently or from brief instructions.Prepare and process various records, reports, forms, and other documents specific to assigned department, division, or program.Maintain confidentiality of information received.Research and compile department/division/program-specific information from a variety of sources.Understand, interpret, explain, and apply all pertinent laws, regulations, codes, and ordinances and County policies and procedures relevant to work performed.Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.Make accurate mathematical and basic statistical computations.Establish and maintain a variety of filing, recordkeeping, and tracking systems.Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.Education and Experience:Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:Equivalent to completion of the twelfth (12th) grade; andThree (3) years of increasingly responsible experience performing administrative or secretarial duties or three (3) years of increasingly responsible clerical or office assistant experience at a level equivalent to the County's class of Office Assistant II.Certifications and Licenses