Placer County

Administrative Aide - I (#19800)

$34.99-$43.70 Hourly / $6,064.93-$7,574.67 Monthly / $72,779.20-$90,896.00 Yearly

Administrative Aide - II (#19801)

$38.59-$48.18 Hourly / $6,688.93-$8,351.20 Monthly / $80,267.20-$100,214.40 Yearly


DEFINITION

(Unclassified)

To perform a variety of administrative services and program assignments in support of the Board of Supervisors and the Administrative Officer to the Board of Supervisors.

DISTINGUISHING CHARACTERISTICS

This class is differentiated from other administrative classes in that the nature, diversity, and scope of responsibilities originating from an elected member of the Board of Supervisors require knowledge of community interests and governmental functions, and the frequent use of discretion, initiative and independent judgment. It is further differentiated in that incumbents function in a staff capacity and provide direct support and assistance through research, interpretive, advisory, and facilitating services specifically to Board members and the Administrative Officer to the Board.

Administrative Aide I 
This is the entry-level class in the Administrative Aide series.  This class is distinguished from the journey by the performance of the more routine tasks and duties assigned to positions within this series.  Employees at this level are not expected to perform with the same independent direction and judgment on matters allocated to the journey level.  Since this class is typically used as a training class, employees may have only limited related work experience.  Employees work under immediate supervision while learning job tasks.

Administrative Aide II 
This is the intermediate journey level class within the Administrative Aide series.  This class is distinguished from the Administrative Aide I by the assignment of the full range of duties, including representing Board members at various meetings and forums.  Employees at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies within the work unit and individual Board members.  Positions in this class are flexibly staffed and are normally filled by advancement from the entry level.

The Senior Administrative class is distinguished from the Administrative Aide I/II class by performing the more difficult and complex special projects and exercises direct supervision over professional, technical, and clerical staff.
 

SUPERVISION RECEIVED AND EXERCISED

Administrative Aide I
Receives immediate supervision from Administrative Officer to the Board of Supervisors and/or Senior Administrative Aide.
 
Administrative Aide II
Receives general supervision from Administrative Officer to the Board of Supervisors and/or Senior Administrative Aide.

EXAMPLES OF ESSENTIAL DUTIES

Duties may include, but are not limited to, the following:

  • Attend Municipal Advisory Councils (MAC) meetings and provide administrative support including follow-up to track and monitor action items.
  • Prepare reports of proceedings, and brief Board members and Administrative Officer to the Board on pertinent issues, follow-up, changes and public sentiment.
  • Review, prioritize and route correspondence and other inquiries for appropriate response and/or action by Board of Supervisors, County departments and other agencies or organizations.
  • Research, analyze and prepare technical, administrative, and operations briefs, speeches, opinions, abstracts and other documents.
  • Meet with constituents; brief Board member or Administrative Officer to the Board and seek appropriate solutions.
  • Monitor status of constituent inquiries, pending board items, projects, conferences and meetings; and follow-up and review status with responsible department, individual, organization, or agency.
  • Coordinate Board of Supervisors agenda items and background materials for Board-initiated agenda items; and follow-up with affected County departments to assure agenda calendaring for response. 
  • Prepare reports and respond to correspondence and questionnaires; gather, maintain and compile data from a variety of sources, including County departments and other public agencies; and assist in or conduct special studies and projects.
  • Provide follow-up contact in writing or by telephone on behalf of Members of the Board of Supervisors and/or Administrative Officer to the Board of Supervisors; and coordinate with other agencies, groups and individuals regarding activities of the Board of Supervisors and/or Administrative Officer to the Board.
  • Provide accurate and appropriately detailed information in response to inquiries from the individual members of the public, organizations and other public agencies; interpret and explain Board of Supervisors department-specific and countywide policies and procedures; and provide referral to other sources when appropriate.
  • Confer and coordinate with various County officials and departments to develop authoritative and meaningful responses to citizen inquiries or complaints.
  • Contact various County departments, other public agencies and community organizations and resources regarding policies, procedures and regulations.
  • Attend meetings; including evening meetings; take notes and prepare reports regarding proceedings and outcome.
  • Establish and maintain necessary files and records.
  • Build and maintain positive working relationships with the community, co-workers, other
  • County employees and the general public using principles of good customer service.
    Perform related duties as assigned.

MINIMUM QUALIFICATIONS

Administrative Aide I

Experience and Training
Any combination of experience and training that would provide the required knowledge and abilities is qualifying.  A typical way to obtain the required knowledge and abilities would be:

Experience: One year of responsible experience providing administrative support to a high level administrator is desirable.

Training: Equivalent to a Bachelor's degree from an accredited college with major course work in public or business administration, political science or a related field.

License or Certificate:
May need to possess a valid driver's license as required by the position.  Proof of adequate vehicle insurance and medical clearance may also be required.

Administrative Aide II

Experience and Training
Any combination of experience and training that would provide the required knowledge and abilities is qualifying.  A typical way to obtain the required knowledge and abilities would be:

Experience:  Two years of responsible administrative support experience performing duties similar to an Administrative Aide I with Placer County.

Training: Equivalent to a Bachelor's degree from an accredited college with major course work in public or business administration, political science or a related field.

License or Certificate:
May need to possess a valid driver's license as required by the position.  Proof of adequate vehicle insurance and medical clearance may also be required.

KNOWLEDGE, SKILLS, AND ABILITIES

Administrative Aide I

Knowledge of:

  • Principles and practices of local government, including county administration, organization, programs and functions.
  • Organizational management.
  • Principles and practices of business letter and report writing.
  • Computer software, modern office procedures, methods and computer equipment.
  • English usage, spelling, punctuation and grammar; arithmetic and basic mathematical calculations.

Ability to:

  • On a continuous basis, know and understand all aspects of the job; intermittently review work papers, reports and special projects; identify and interpret and explain policies and procedures; and explain operations and problem solve procedural issues for the public and to staff.
  • On a continuous basis, sit at desk for long periods of time; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; and lift light weight.
  • Exercise sound judgment in recognizing scope of authority.
  • Perform administrative detail work, including gathering and compiling data.
  • Understand and interpret relevant policies and procedures and explain them to less knowledgeable individuals.
  • Work with various cultural and ethnic groups in a tactful and effective manner.
  • Obtain information through interview; handle multiple assignments; work with interruption; and deal firmly and courteously with the public.
  • Analyze situations quickly and objectively and to determine proper course of action.
  • Use a computer, calculator, typewriter, telephone, dictation machine, facsimile machine, postage meter and photocopy machine.
  • Type at a speed necessary for successful job performance.
  • Communicate clearly and concisely, both orally and in writing.
  • Establish and maintain effective working relationships with those contacted in the course of work. 

Administrative Aide II

In addition to the qualifications for Administrative Aide I:

Knowledge of:

  • Organizational structure and service delivery systems of county government, especially as related to Placer County.
  • Policies and procedures of the Office of the Board of Supervisors.
  • Countywide policies and procedures and general practices of County departments.
  • Distinctions between administrative and policy decision-making and their relationship to constituent inquiries and complaints.
  • Purposes and relationships of local, state and federal governments, public interest groups, community groups, and private enterprise.
  • Legislative processes and analysis with emphasis on local government.
  • Methods and techniques involved in conducting studies of policy and programmatic issues.
  • Interviewing and public speaking techniques.

Ability to:

  • Prioritize assignments in order to meet required deadlines under changing conditions.
  • Differentiate between urgent and important matters.
    Independently perform administrative detail work, including gathering and compiling data.
  • Prepare logical and complete reports, summaries, abstracts, and other documentation.
  • Communicate clearly, confidently, and persuasively to a variety of audiences from different socio-economic and cultural backgrounds.
  • Build relationships, coalitions and alliances inside and outside of the County in order to achieve program goals and Board's objectives.
  • Carry out written and oral directions; consistently follow-through on commitments and responsibilities.
     

CLASS: 19800; EST: 9/2/1995; REV: 10/1/2001;
CLASS: 19801; EST: 9/2/1995; REV: 10/1/2001;