Administrative Assistant II

Administrative Support

Under immediate or general supervision, performs a variety of administrative, secretarial, and office support duties of considerable complexity, requiring thorough knowledge of the assigned department, division, or program, its procedures, and operational details; provides administrative support to various departmental staff; composes and prepares correspondence using judgment in content and style; performs skilled word processing, data entry and organization, telephone and counter reception, processing of invoices, recordkeeping, statistical and technical report preparation, and filing; provides information to the public and county staff; and performs related duties as assigned.

Supervision Received and Exercised: Receives general supervision from assigned supervisory or management personnel. Exercises no direct supervision of staff.

Examples Of Duties

The job functions listed below are not inclusive or exclusive and are intended only as illustrations or examples of the various types of work that may be performed. Reasonable accommodation will be made when requested and determined by the County to be appropriate under applicable law. Some duties, knowledge, and abilities may be performed by positions at the entry (I) level in a learning capacity.

• Provides administrative support to assigned department, division, or work unit in the daily coordination of operations; relieves management and professional staff of the performance of routine administrative tasks.
• Prepares, types, and/or processes various documents requiring knowledge of the department, division, or program functions, which may include, but are not limited to, permits, licenses, applications, vouchers, claims, meeting agendas and minutes, correspondence, periodic reports, contracts, agreements, legal/official documents, bid documents, etc.
• Schedules and/or coordinates meetings, seminars, conferences, and training sessions for department staff; acts as meeting secretary, including preparing agendas and informational packets, setting up meeting and training rooms, and taking and transcribing minutes for assigned meeting, boards, and commissions; prepares complex departmental agenda items and packets for Board of Supervisor or other committee and/or commission meetings.
• Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, statistical and analytical reports, organization charts, program plans, and correspondence for department staff from rough draft, dictation equipment, handwritten copy, verbal instructions, or from other material using a computer; inputs and retrieves data and text using a computer terminal; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections to drafts.
• Maintains accurate and detailed records, verifies accuracy of information, research discrepancies, and records information.
• 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.
• Performs various accounting/bookkeeping work, which includes verifying or computing financial data, preparing billing invoices, processing accounts payable/receivable, preparing financial reports and statements, maintaining and balancing accounts, preparing bank deposits, processing payroll, etc., as assigned.
• Performs various duties associated with personnel administration, which may include establishing and maintaining confidential employee records, coordinating required pre-employment testing, conducting new employee orientations, and processing related paperwork.
• Prepares, copies, collates, and distributes a variety of documents, including agendas, bid packages, contracts, informational packets, and specifications; ensures proper filing of copies in departmental or central files.
• Organizes, coordinates, maintains, and updates departmental record systems; enters and updates information with departmental activity, files, and report summaries; retrieves information from systems as required.
• Gathers, assembles, updates, and distributes a variety of department-specific information, documents, forms, records, and data as requested; research records within areas of responsibility to prepare and provide follow-up information to customer and staff inquiries.
• Communicates with officials and staff of other departments and agencies to obtain and relay information and to coordinate activities.
• Receives and responds to inquiries, in oral or written form, from the public or other agencies concerning department/division operations.
• Performs other clerical/administrative work as required, which may include but is not limited to copying documents, filing/retrieving files, reviewing and processing mail, faxing information, answering the telephone, scheduling appointments and meetings, maintaining calendars, maintaining inventory of supplies and materials, etc.
• Performs related duties as assigned.

Employment Standards / Minimum Qualifications

Knowledge of:

• Business administrative policies and procedures.
• County and department programs, goals, and policies and procedures of the assigned department/division.
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Principles and practices of data collection and report generation.
• Methods of preparing and processing various records, reports, forms, and other documents particular to assigned department or program.
• Recordkeeping, report preparation, and filing systems and methods.
• Financial recordkeeping and budget preparation.
• Business arithmetic, including percentages and decimals.
• Applicable federal, state, and local laws, codes, and ordinances relevant to the area(s) of responsibility.
• 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.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Perform administrative statistical and functional work involving the use of independent judgment.
• Maintain confidentiality of information received.
• Understand scope of authority in making independent decisions.
• Gather and compile department/division-specific information from a variety of sources.
• Prepare, review, and present reports, recommendations, and other correspondence and communications in a clear and concise manner.
• Understand and follow complex oral and written instructions.
• Organize and maintain accurate files and records.
• Type accurately at speeds necessary for successful job performance.
• Compose correspondence and reports independently or from brief instructions; maintain records and databases.
• Make accurate arithmetic computations.
• Review situations accurately and determine appropriate course of action using judgment according to established policies and procedures.
• 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.
• Two (2) years of increasingly responsible experience providing complex administrative support to department management and professional staff at a level equivalent to the County's class of Administrative Assistant I.

Licenses and Certifications:

• Some positions may require possession of, or ability to obtain by the time of appointment, an appropriate California driver license.

Physical Demands: Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, and to operate a motor vehicle to visit various County and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Standing in and walking between work areas is frequently required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification frequently bend, stoop, kneel, and reach to perform assigned duties, as well as push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 lbs.

Environmental Conditions: Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

Application Process

The application review process will include screening to ensure applications are complete and meet