Administrative Assistant III

Senior Administrative Support

This class is the senior level position in its classification. Provides administrative and Public Outreach support and responsible for performing a wide variety of moderately complex administrative duties within the guidelines of County and departmental policies & procedures, rules and regulations. Reports to Associate Director or other designated person. Works with co-workers, employees in other departments, as well as the public to provide support and service.

Key Responsibilities And Performance Standards

• Describe the duties and responsibilities of the position in the spaces provided below and assign percentage of time spent on each area in the left column.
• Provides administrative support, such as maintaining department and employee schedules, coordinating meetings and agendas, making travel arrangements, editing and preparing newsletters, brochures and reports, researching information. Reviews, researches and enters information to department reporting systems.
• Performs office duties, such as copying, filing, faxing, typing standard documents, preparing, sorting, and distributing mail and entering data, work requests, work orders.
• Performs public outreach and public education duties, such as creating & distributing educational materials, organizing outreach & standard documents, preparing, sorting, a
• Provides customer support by answering phones, assisting walk-in customers, and researching and/or providing information to the public.
• Types, format, & prints reports and contract documents. Reviews, researches and enters information to department reporting systems.
• Maintains the inventory of office supplies and orders materials as necessary.
• Maintains the department's personnel files, such as verifying and entering times, tracking performance evaluations.
• Other duties as assigned

Position Specific Duties May Include:

• Types, percentages and areas of daily assignment may vary.

Position Specific Responsibilities:

• Provide administrative service support to the department Structures Demolition Program, compile contract document, enter and compile demolition data and prepare periodic and annual reports. Tracks demolition activities.
• Organize and lead public outreach and education programs such as neighborhood clean, volunteer litter cleanup,?, school field trips.
• Create and distribute public education & outreach material.

Education: High School diploma, or GED. Experience: Five (5) years of administrative experience including specialized public outreach administrative support; or any equivalent combination of education, training, and experience that provides the requisite knowledge, skills, and abilities for this job.

Knowledge/Skills/Abilities: Considerable knowledge of modern office practices and procedures, and acceptable bookkeeping practices. Familiarity with County policies and purchasing procedures. Proficiency in report preparation, contracts and bid documents compilation. Proficiency in word processing, data entry, and report preparation and reproduction. Mastery of operating standard office equipment and computer. Good communication skills, both oral and written. Demonstrated ability to work independently.

Other: May supervise and/or train designated subordinate personnel.

Other: Does this position require staff call up in an emergency situation? no Is travel from office to other locations required of this position? yes If yes, what is the percentage of travel involved? less than 50%?

Performance Aptitudes:

• Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
• Human Interaction: Requires the ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.
• Verbal: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Math: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
• Functional Reasoning: Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.
• Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.
• Physical Abilities: Tasks require the ability to exert light physical effort in sedentary to light work, but may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a work station.
• Sensory Requirements: Some tasks require the ability to communicate.
• Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions. However, public outreach activities will be carried in outdoor environment resulting occasional exposure to moderate heat, wet conditions and requiring personal protective equipment use.

Physical Requirements:

Intermittent sitting, standing, stooping, crouching, walking, reaching, pulling, talking, hearing, seeing, and occasional lifting of light objects less than 75lbs. Work is performed in an office setting.

Light Work:

Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.