Administrative Assistant

Administrative Assistant – San Diego County Office of Education

Position
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The purpose of this classification is to supervise and perform specialized administrative, secretarial, and clerical work in support of an assigned department.

• Supervises assigned staff, processes employee concerns, directs work, counsels, disciplines, and completes performance appraisals.
• Assists in supervising operations of the department, including utilities, telephone and fax services, janitorial services, and supply ordering/maintenance.
• Prepares and forwards various documents: correspondence, memoranda, reports, certificates, warrants, purchase requisitions, court orders, travel requisitions, questionnaires, confirmations, permits, forms, notices, summonses, and other documentation.
• Receives, reviews, stamps, verifies accuracy of documents, processes them, and notifies appropriate staff; ensures transfer of cases, trades, purchases, sales, or files.
• Verifies cases for payment, establishes eligible or required deductions, and processes them.
• Enters data into computerized systems, maintains files and records.
• Acts as point of contact or public‑relations coordinator; attends and/or conducts meetings, management team meetings, special committees, and court sessions.
• Answers telephones, takes messages, and refers inquiries to appropriate personnel or agencies.
• Explains complex program rules to staff and clients; interviews and counsels prospective clients.
• Researches and obtains documents to answer inquiries, resolve problems, or advise as appropriate.
• Maintains knowledge of changes in state laws and makes policy recommendations.
• Assists with department budgeting, revenue estimation and expenditure monitoring; helps prepare annual reports and assist auditors with accounting functions.
• Performs various financial duties, prepares payroll, distributes tax forms, receives insurance premiums, negotiates as needed, and bills or receives fees, checks, premiums, or related receipts.
• Prepares schedules for travel, grant receipts, inventory, and meetings; maintains daily/weekly/monthly department calendar.
• Maintains inventories, processes purchasing documents, prepares purchase orders, receives inventories, reviews invoices, forwards invoices for payment, and directs equipment maintenance.
• Receives, routes, distributes mail, prepares and distributes mailings; processes invoices, reports, and other documentation; transmits fax, retrieves voice mail.
• Operates personal computer to enter, retrieve, review, or modify data using JD Edwards, Pay Clock Pro, AS 400, Assure , Outlook, Tracker, Microsoft Word, Publisher, Excel, and other software.
• May transcribe proceedings or meetings as directed.

• Associate’s degree with coursework emphasis in business education, personal computing, general office, or related field, or equivalent combination of education, training, and experience.
• Three (3) years of previous experience or training in accounting, secretarial, administrative, clerical, general office, and computer skills.
• Typing speed of at least 30 words per minute.
• Proficiency with office software – Microsoft Word, Excel, Outlook, and other listed systems.

• Data Utilization – review, classify, prioritize, and analyze data and information.
• Human Interaction – apply persuading/influencing principles in a supervisory capacity.
• Equipment, Machinery, Tools Utilization – operate, maneuver, and control equipment and tools.
• Verbal Aptitude – use diverse descriptive and advisory data.
• Mathematical Aptitude – perform arithmetic and interpret graphs.
• Functional Reasoning – apply rational systems and interpret instructions.
• Situational Reasoning – exercise decisiveness and creativity in evaluating information.
• Physical Ability – light effort, occasional lifting of 5‑10 pounds, extended keyboard use.
• Sensory Requirements – perception of sounds and visual discrimination; oral communication.
• Environmental Factors – tasks performed without adverse environmental exposure.

• Vacation Pay, Sick Pay, Holiday Pay, Medical Insurance, Dental Insurance, Life Insurance, Defined Benefit Retirement Plan.
• Optional Vision Insurance, Short Term Disability Insurance, Long Term Disability Insurance, 457(b) Plan.
• Whole Life Insurance, Critical Illness Insurance, Discounted YMCA Membership.

The City of Albany, Georgia is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City of Albany, Georgia will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.