County of Alameda

Administrative Assistant (#1142)

$28.08-$34.08 Hourly / $2,246.40-$2,726.40 BiWeekly /
$4,867.20-$5,907.20 Monthly / $58,406.40-$70,886.40 Yearly


DESCRIPTION
Under general supervision, to provide paraprofessional-level administrative, operational and procedural support to County departments and agencies; to assist with the implementation of a variety of programs and projects; and to do related work as required.

DISTINGUISHING FEATURES

This administrative support class performs a variety of activities, in administrative areas such as personnel, purchasing, contracting, budgeting and report preparation to operational functions such as ensuring that program service deliverers or claimants understand and meet specific rules and guidelines. Although the work is diverse, all positions are typically characterized by all of the following elements:

· the existence of defined policies and procedures;
· some autonomy to implement internal procedural changes; however, external procedural or policy changes must be recommended to a supervisor or manager;
· the availability of supervision in non-routine circumstances; and
· an emphasis upon the processing of documents and work in support of a project or operational program.

This class is distinguished from the Administrative Specialist series in that the responsibilities of the latter classes normally involve independent decision-making, development or oversight, of a program or function, the more limited availability or nature of supervision received and a greater scope and complexity of activities, regulations and guidelines.

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. Reviews a variety of documents related to the operations of the unit for conformance to program regulations and procedures; researches and makes corrections as required; distributes documents internally or externally, meeting appropriate deadlines; prepares periodic and special reports regarding documents processed.

2. Acts as liaison for the unit to which assigned with other County departments, representatives of other organizations, program participants and the public; requests and provides information regarding program rules, regulations and activities.

3. Performs such special projects such as researching information, summarizing data, evaluating alternatives and preparing narrative or statistical reports.

4. Compiles figures for the preparation of the unit's budget; makes standard projections for payroll and other costs; researches capital improvement costs; inputs data and produces draft and final budget documents; during the budget year, reviews expenditure reports and processes fund transfers as required.

5. Processes a variety of personnel forms including examination and certification requests and payroll documentation; reviews forms for completeness and conformance to rules and regulations; maintains confidential personnel and related records; answers employee questions regarding personnel procedures and conducts orientations for new employees.

6. Coordinates purchasing activities; reviews requisitions for completeness and accuracy; ensures appropriate coding and availability of funds; follows-up on requisitions with Purchasing; processes confirming requisitions and special orders.

7. Prepares contract documentation and processes requests for payment for professional service and related contracts; ensures that contract provisions are met and that appropriate approvals are received.

8. Reviews claims for payment for completeness, accuracy, and conformance to program requirements; submits such claims to various funding sources; monitors payment status, researches errors and makes required adjustments.

9. Performs such office administrative tasks as updating internal procedures, acting as the office automation administrator, maintaining an inventory of supplies and forms, providing for equipment maintenance, overseeing filing systems and updating internal procedures and forms; may plan, assign, direct and review the work of a small office support staff.

10. Serves as the unit's representative on a variety of committees and task forces.

11. Prepares a variety of letters, memos, procedures and other written materials; may enter information into and access multiple data bases or use information from various sources to prepare such materials.

12. Maintains accurate records and files related to work performed.

13. Operates a variety of standard office equipment including a word processor and/or computer; may drive a County or personal vehicle to attend meetings.

MINIMUM QUALIFICATIONS
Education:

Equivalent to completion of two years of college (90 quarter units or 60 semester units) from an accredited college or university.

(Additional experience as outlined below may be substituted for the education on a year-for-year basis.)

AND

Experience:

Equivalent to three years of full-time secretarial or office administrative experience which has included some combination of document review and processing, administrative or financial recordkeeping and/or office management.

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:

· Office administrative practices and procedures, including records management and the operation of standard office equipment.
· Word processing and computer applications related to the work.
· Research and report preparation principles.
· Basic principles of administrative analysis.
· Basic budgetary and financial recordkeeping techniques.
· Basic principles of public administration.

Ability to:

· Collect, compile and summarize varied information, consider alternatives and reach sound conclusions.
· Explain and apply regulations and procedures in varying situations.
· Review documents for completeness, accuracy, appropriate authorization and compliance with regulations and procedures.
· Prepare clear and accurate reports, correspondence, procedures and other written materials.
· Represent the department and the County in meetings with others.
· Organize and prioritize work and meet critical deadlines.
· Maintain accurate records and files.
· Plan, assign, direct and review the work of others on a project or day-to-day basis.
· Exercise sound judgment within established policies and procedures.
· Establish and maintain effective working relationships with those contacted in the course of the work.

Licenses: Specified positions may require possession of a valid California driver's license.

CLASS SPEC HISTORY
AM:jc
Admin. Study
12/93
1225H..doc
Updated: jc
8/00
Newspecs: 1142

BENEFITS

Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being.  These benefits include but are not limited to*:

For your Health & Well-Being

  • Medical – HMO & PPO Plans
  • Dental – HMO & PPO Plans
  • Vision or Vision Reimbursement
  • Share the Savings
  • Basic Life Insurance 
  • Supplemental Life Insurance (with optional dependent coverage for eligible employees) 
  • County Allowance Credit
  • Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
  • Short-Term Disability Insurance
  • Long-Term Disability Insurance
  • Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services
  • Employee Assistance Program

For your Financial Future

  • Retirement Plan - (Defined Benefit Pension Plan)
  • Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

  • 11 paid holidays
  • Floating Holidays
  • Vacation and sick leave accrual
  • Vacation purchase program
  • Catastrophic Sick Leave
  • Employee Mortgage Loan Program
  • Group Auto/Home Insurance
  • Pet Insurance
  • Commuter Benefits Program
  • Guaranteed Ride Home
  • Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
  • Employee Discount Program (e.g. theme parks, cell phone, etc.)
  • Child Care Resources
  • 1st United Services Credit Union 

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement.  This provides a brief summary of the benefits offered and can be subject to change.