County of Alameda

DESCRIPTION

Under general direction from the Office Manager, the incumbent of this position will provide primary administrative support functions to the Alameda County Children and Families Commission, will maintain all office systems and procedures, and perform other general administrative duties as assigned.

DISTINGUISHING FEATURES

This administrative support class performs a variety of activities in administrative areas such as purchasing, personnel, contracting budgeting and report preparation to operational functions such as ensuring that program service claimants understand and meet specific rules 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 Commission 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 Commission with other County departments, representative or other agencies, program participants and the public; requests and provides information regarding program regulations and activities.

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

4. Compiles figures for the preparation of the Commission’s budget; makes standard projections for payroll and other costs; researches capital improvements costs; inputs data and produces drafts and final budget documents; review expenditure reports and processes fund transfers as required.

5. 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.

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

7. Creates and maintains various databases and templates for use by the Commission.

MINIMUM QUALIFICATIONS

Education:

Equivalent 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 of three years of full-time secretarial or office administrative experience which has included some combination of document review an processing, administrative or financial record keeping 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.
• Business software such as Intermediate Word, Excel, PowerPoint, Access and Outlook.
• Research and report preparation principles.
• Basic principles of administrative analysis.
• Basic budgetary and financial record keeping techniques.
• Basic principles of public administration.

Ability to:

• Work independently with little supervision.
• Work well under pressure.
• Show initiative and prioritize work.
• Make decisions and follow them up.
• Collect and compile information, consider alternative and reach sound conclusions.
• Explain and apply regulations and procedures in varying situations.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Maintain accurate records and files.

CLASS SPEC HISTORY

BG:pf 10/18/00
Newspec: 5017.doc
Csc date: 10/25/00

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)
• Accidental Death and Dismemberment Insurance 
• 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
• Management Paid Leave**
• 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
• 1^st 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.

** Non-exempt management employees are entitled to up to three days of management paid leave. Exempt management employees are entitled to up to seven days of management paid leave.