Administrative Assistant, Senior

Administrative Support Specialist

Perform a wide variety of advanced and complex office duties and administrative support functions. Employees in this position assume major responsibility for providing and maintaining current information about the County Education Office policies, rules, regulations and procedures, programs, and functions. Employees in this position maintain a high professional standard of service to others and provide overall office management support for all administrative functions of the department on behalf of the assigned manager. Individuals in this position set the tone toward the attainment of a positive, collaborative, and professional work environment for all employees.

Monitor and oversee the functions and efficiency of the assigned office on behalf of the assigned manager, particularly in the manager's absence. Provide the assigned manager with input and ideas on the overall efficiency and functions of the assigned office. Provide guidance and direction to office staff to maintain a high level of productivity and efficiency. Model a high standard of professionalism and service to others. Plan, organize, perform and train others in clerical, office and administrative support functions related to the activities and operations of the assigned program, division or department. Serve as primary source of information regarding the office and assigned program policies, procedures, standards and requirements including pertinent legal requirements and other legislative enactments as appropriate to assignment. Receive and interview callers and visitors. Provide information where independent judgment, knowledge and interpretations are utilized. Research and compile background material such as statistical and financial data and supporting information. Compile and prepare comprehensive reports, records, surveys and other documents. Coordinate and prepare materials for presentation to the County Board of Education or other entities with whom the manager communicates. Compose and prepare a variety of correspondence, memorandums, reports and other documents, including material of a confidential nature. Screen mail and handle routine items requiring action, prioritizing items for manager action. Route mail to others as appropriate and process administrative details not requiring the immediate attention of the manager. Assist in budget planning and expenditure control process. Prepare and distribute meeting notices and agendas, attend meetings to record proceedings and prepare and distribute comprehensive minutes of meetings. Assist with planning and coordinating training events including maintaining training schedules, tracking and monitoring enrollment and attendance, and resolving issues. May require travel on an occasional or regular basis for events, meetings, and activities. Establish and maintain a wide variety of manual and computerized files and records including but not limited to records of various state and federal projects. Maintain confidential information and records, including mailing lists and emergency contact information. Coordinate and monitor ordering, inventory and distribution of office supplies and forms for the assigned program. Prepare purchase orders and process invoices. Assist with maintaining highly confidential information including staff leave of absence information, employment and pay information. Prepare and maintain calendar of activities, meetings, and events including scheduling appointments, conferences and meetings. Arrange travel accommodations and process travel claims. May assist with updating and maintaining web pages. Operate a variety of office machines such as typewriter, personal computer, terminal, printer, fax machine, calculator, copier and specialized equipment common to assigned program or office. May direct, train and provide input for the evaluation of clerical support staff. May require travel on an occasional or regular basis for events, activities, and meetings. Perform other job related duties as assigned.

Education : Graduation from high school supplemented by evidence of business or office courses or administrative support experience. Experience : six years of increasingly responsible administrative support experience preferably in a public education setting. Knowledge and skills include modern office practices, procedures and equipment, advanced administrative procedures, personal computers and industry standard software applications including Microsoft Office, Filemaker, Escape, advanced Excel, and other software programs pertinent to the functions of the assigned department, telephone techniques and etiquette that provide a high professional standard of service to others, statistical and financial record-keeping as well as basic statistical analysis, correct English usage, grammar, spelling, punctuation and vocabulary, advanced oral and written communication skills, principles of training and providing work direction that promotes high standards, professionalism, collaboration, and a positive work environment, advanced interpersonal skills promoting an environment of respect while using tact, patience and courtesy.

Abilities include promoting a high standard of professionalism and a positive, healthy work environment, quickly acquiring knowledge of County Education Office organization, operations, policies and objectives, interpreting, explaining and applying laws, rules, regulations and policies with relationship to the assigned program or office, analyzing situations accurately and adopting an effective course of action, understanding and following oral and written directions, communicating at an advanced professional level both orally and in writing, demonstrating keyboarding / typing skills and speed as required by the assignment, establishing and maintaining efficient office procedures, record keeping, and filing systems, planning, organizing, coordinating and prioritizing assigned tasks to successfully meet time lines, establishing and maintaining effective and collaborative working relationships, training and providing work direction to others, maintaining records and preparing reports, working independently with little direction, and working confidentially with discretion.

Some positions in this classification may require : valid California Class C Driver's License and insurance coverage as required by law. Enrollment in the California Department of Motor Vehicles Government Employer Pull Notice Program as a condition of employment.

Work is performed primarily indoors with minimal exposure to health and safety hazards.