Administrative Assistant

JOB SUMMARY

Provide confidential administrative, analytical, functional, technical, and clerical support in the operation and coordination of the administrative function for senior management and/or department managers.

DUTIES AND RESPONSIBILITIES

Participate in the duties relating to the execution of an assigned area; may develop and assist in the preparation of reports; plan, coordinate, participate in, and facilitate a variety of meetings.

Assist in assembling and preparing the annual budget for assigned area; track, compile reports, and monitor expenditures against the budget; prepare purchase requisitions and requests for payments.

Compose, draft, type, format and revise, a variety of confidential documents and forms including reports, correspondence, memoranda, agreements, ordinances, resolutions, technical and statistical charts and tables, Board packages, and other specialized and technical materials.

Proofread, verify, and review materials, applications, records, and reports for accuracy, completeness, and conformance with established standards, regulations, policies, and procedures; ensure materials, reports, and packets for signature are accurate and complete.

Enter data, maintain, and generate reports from a database or network system; create and administer mailing lists; design, maintain and utilize data to develop reports.

Screen callers, respond to complaints and requests for information on regulations, policies and procedures, etc.; and manage the flow of information.

Maintain calendar of activities, meetings and various events for assigned staff; coordinate activities between district personnel, the public, consultants, attorneys and outside agencies. Coordinate the scheduling of District facilities.

Assist in a variety of office administrative details such as ordering supplies, arranging for equipment repair, transmitting information, and keeping reference materials up to date: organize and maintain office and specialized files in accordance with the District’s record management program.

Prepare special reports and perform special projects that may require researching, gathering, and organizing information from a variety of sources.

Assess and recommend improvements in workflow, procedures, and use of equipment and forms; implement improvements as approved; develop and revise office forms and report formats as required; establish and maintain filing systems.

Coordinate, make, process, and confirm personnel travel arrangements; arrange for transportation and accommodations for travel, check and process expense claims.

Maintain personnel files as assigned; prepare and type personnel documents; enter and verify the accuracy of timesheet information in the district’s payroll system.

May be required to notarize various district documents including: quit claim deeds, petitions, abandonments and easements.

May use two-way radio to contact field employees to relay messages or obtain information.

Process mail including: receiving, sorting, time-stamping, logging, and distributing incoming and outgoing correspondence and packages.

Employees assigned to the Don Pedro Recreation Agency (DPRA) will oversee and monitor collection of various fees, campsite reservation program and monitor and update the DPRA website as needed. Use two-way radio to respond to field employees’ request for assistance and dispatch for emergency services. Maintain dispatch log and verify status of field staff.

Comply with and enforce all District rules, regulations, policies and procedures.

Perform other related duties as required or assigned by supervisor.

QUALIFICATIONS

Any combination of experience and education that would likely provide the required skills and abilities is qualifying.

A typical way to obtain the skills and abilities would be:

Education
High school diploma or equivalent with AA degree preferred.

Supplemental specialized training in business administration is desirable.

Experience
Usually exhibited by a person with three (3) years of increasingly responsible administrative experience.

Skills and Abilities

Interpersonal and Communication.
Ability to: understand and follow oral and written directions; communicate and interact in a clear and concise manner with a broad spectrum of internal employees and external contacts; establish and maintain a cooperative, positive staff and public relations image and maintain confidentiality when necessary; and demonstrate the ability to work effectively as a team player in a diverse work group. Maintain a positive work atmosphere by acting and communicating in a manner so that you get along with customers, clients, co-workers and management.

Technical and Analytical.
Must have knowledge and proficient use of: grammar, spelling and punctuation and District policies, rules, regulations and procedures. Ability to: interpret, apply, and disseminate information to staff and public;maintain accurate records; implement progressive office practices and procedures with minimal or no supervision; operate a…