County of Alameda

Executive Assistant (HARD) (#1106H)

$29.90-$36.35 Hourly / $2,242.50-$2,726.25 BiWeekly /
$4,858.75-$5,906.88 Monthly / $58,305.00-$70,882.50 Yearly


DESCRIPTION
Under general supervision, serves as primary administrative support for the General Manager and members of the Board of Directors, performs clerical duties and a wide variety of complex administrative and office support duties including public contact, customer service and advanced clerical duties; works closely with employees of other departments and representatives of other public agencies; establishes and maintains sound office practices and procedures; independently interprets and adheres to policies and procedures regarding notice of various public meetings; utilizes data processing, word processing, spreadsheet and presentation computer software, and performs other related duties as assigned.


DISTINGUISHING FEATURES

Incumbent in this one position classification reports directly to the General Manager and has assigned responsibility for relieving him/her of administrative details. Incumbent works independently within established yet frequently changing policies, procedures and guidelines; performs very responsible and complex clerical work and must perform all required duties within frequent deadlines, time limitations, requiring speed, sustained attention, and a high degree of accuracy.

EXAMPLES OF DUTIES

NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all duties listed.

1. Prepares and composes from brief instructions correspondence requiring discrimination and judgment in the selection of data or interpretation of laws, rules, policies or the resolution of debatable points where mistaken judgment may entail serious consequences.

2. Prepares correspondence and documents from notes; prepares agendas and transcribes minutes of meetings; may attend special committee meetings and take notes; edits drafts for composition and grammatical structure.

3. Maintains an appointment calendar for the General Manager and/or one or more administrators exercising considerable judgment in committing the administrator’s time; schedules meetings, reserves rooms, prepares notices and agenda and assembles materials/documents needed for such meetings.

4. Relieves the General Manager of certain administrative details by routinely and independently performing administrative support tasks such as researching operating problems; refers matters to other staff members for research; contacts outside vendors, general public or other agency representatives on matters requiring independent judgment.

5. Acts as contact/resource person for departmental policy matters often involving application of governing laws and regulations.

6. Handles confidential information which has not yet been made public and normally available only to the General Manager and his/her top-level staff; records actions to be taken on sensitive matters, based on a thorough knowledge of departmental policies; takes responsibility for releasing information to authorized parties.

7. Screens phone calls, often personally handling those originally intended for the General Manager or his/her staff; provides information requiring knowledge of General Manager’s area of responsibility; answers questions that involve searching for and abstracting data and detailed explanations of laws, policies or procedures.

8. Compiles a variety of narrative and statistical reports, locating sources of information, devising forms to secure data, and determining proper format for finished reports; may maintain cost records, prepare departmental budgets and assist in maintaining financial controls throughout the year.

9. Screens and documents mail for subject matter, action required and time sensitivity attaching pertinent correspondence and other relevant data for reference; determines in what priority material should be referred to the General Manager’s attention.

10. Develops and maintains workflow and other procedures and revises procedural manuals.

11. Research, organize and summarize information and data for resolutions and reports.


MINIMUM QUALIFICATIONS
EITHER I

The equivalent of one year of full-time experience in the class of Secretary I or higher level class in the Hayward Area Recreation and Park District service.

Or II

The equivalent of three years of full-time increasingly responsible clerical experience.

Special Requirement:

Must be able to type at least 50 words per minute.
Possess a valid California class C driver’s license.

NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.

KNOWLEDGE AND SKILLS
NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the “Examples of Duties” section of this specification.

Knowledge of:

• Intermediate use of Microsoft Office Suite, including MSWord, Excel, PowerPoint and Outlook.
• Command of English language including spelling and grammar, business letter writing and formatting; speak clearly and concisely to obtain and relate information. Principles of managing and coordinating secretarial aspects of an administrative office.
• Organization and functions of a Park and Recreation District or other government administrative office.

Ability to:

• Perform complex work involving independent judgment; typing skills at 50 wpm .
• Prepare agenda and notice of board meetings and committee meetings, post agenda, other meeting agendas/notices according to Brown Act Rules, and attend evening board meetings.
• Understand and carry out oral and written directions.
• Maintain regular and reliable level of attendance.
• Speak clearly and concisely to obtain and relate information.
• Organize and prioritize workloads; complete work under time deadlines.
• Interpret and apply laws, rules, regulations, policies and written directions to specific and appropriate situations.
• Establish and maintain effective work relationships with those contacted in the course of work and communicate effectively, both orally and in writing.
• Establish and maintain a good rapport with the public, internal staff, as well as external agency and organization contacts during the course of routine, emergency, and sensitive situations.
• Assist in maintaining, storing and destruction of office records of a confidential nature; maintain strict confidentiality.
• Evaluate demands on General Manager’s time; arrange schedules accordingly.
• Schedule appointments and meetings for staff and Board Members, register staff and Board Members for professional conferences and make travel arrangements as needed.
• Take responsibility and use good judgment in recognizing scope of authority.
• Prepare resolutions and other correspondence for Board Members’ signatures and disburse copies to appropriate departments and other agencies.
• Ensure Board Members are informed of deadlines and procedures for re-election and submit appropriate documents to the Office of the Registrar of Voters.

CLASS SPEC HISTORY
Original: 9/27/82
AM:pf Reformat/Rev. 3/19/02
Newspec: 1106HARD.doc
CSC Date: 4/10/02
AM:cs Revised 7/17/14
Old Title: Administrative Secretary
CSC Date: 10/1/14

BENEFITS

BENEFITS FOR POSITIONS AT HAYWARD AREA RECREATION DEPARTMENT

Ten (10) working days paid vacation each year; fifteen (15) days after five (5) years of service; and twenty (20) days after thirteen years of service.

Thirteen (14) paid holidays a year.

Sick leave is accrued at the rate of one (1) day per month.

Choice of three (4) health plans for employees and their dependents, most, if not all of which is paid for by the District upon completion of probation. (Employees that are Full-time, benefits are effective upon date of hire)

Comprehensive dental plan for employees and their dependents after completion of probation. ( Employees that are Full-time,  benefits are effective upon date of hire)

Vision care reimbursement benefit.

Social Security paid for by District and employee.

Public Employees Retirement System (employee's share paid by the District).

Long Term Disability Plan.

Deferred Compensation Plan available.

Employee Credit Union services.

Educational Tuition Reimbursement.

Employee Assistance Program.