Administrative Services Assistant

Administrative Services Assistant

Under general direction, this position is responsible for a variety of administrative and supervisory duties, including but not limited to providing support to Program Managers, staff, and District Offices; creating, analyzing, and monitoring reports; and recommending, developing, and writing office policies and procedures. The Administrative Services Assistant (ASA) also assists in tracking office workloads and daily operations, supervises, coaches, mentors, and evaluates subordinates, and responds to customer, building, and security concerns. The ASA maintains a high level of confidentiality and works independently to complete tasks and projects promptly and accurately. Additionally, the ASA supervises staff by planning, organizing, and evaluating their work, and provides managerial coverage in the absence of the Program Manager.

The Eligible List established by this recruitment process may be used Department-wide to fill current and future vacancies on a regular full-time, part-time, or temporary basis.

Examples Of Duties

Depending upon the nature, scope and complexity of duties and responsibilities, the employee :

• Supervises or performs analysis of needs, arranges and coordinates the provision of equipment, office space, supplies and / or other resources for departments, projects and programs.
• Prepares bid specifications and requests for proposals, evaluates and selects vendors, contractors and consultants, and manages and oversees contract performance.
• Performs or supervises budget planning, preparation and justification; revenue forecasting; development and administration of systems for fiscal control, monitoring and reporting; service fee analysis and recommendation; preparation of applications, and administration of grant, bond, or other funding source monies; and assists line management in establishing costs and required resources for new programs, staff or services.
• Plans, organizes, assigns and evaluates work, directly and through subordinate supervisors; counsels employees, appraises performance, prepares documentation, and recommends discipline or performance recognition; interviews and recommends or selects candidates for employment; provides for employee training and development; guides subordinate supervisors in a variety of supervisory and personnel actions.
• Represents the department within areas of expertise to other County department, external agencies and regulatory / inspection staff, the public, and a variety of committees, boards, and private organizations.
• Develops and implements departmental administrative and other systems, policies and procedures, with management review, input and approval.
• Monitors internal and external issues and current developments affecting department / division administration, evaluates alternatives, conducts analytical studies, and develops and implements recommendations.
• Prepares, directs preparation of, and / or reviews and approves a variety of reports, correspondence, and documents.
• Interprets and applies policies, procedures and contracts.
• Oversees the preparation, maintenance and reporting of a variety of records, data and statistics.

Knowledge And Skills

Working knowledge of :

Skill and ability to :

Minimum Qualifications

Any combination of training, education and / or experience which provides the knowledge, skills and abilities and required conditions of employment listed above is qualifying. An example of a way these requirements might be acquired is :

Education : Equivalent to bachelor's level coursework in public administration, finance and budgeting, systems and procedures, or a related field.

AND

Experience : Two years of increasingly responsible administrative support and technical experience which included direct involvement in the provision of administrative services.

Supplemental Information

VETERANS PREFERENCE

If you would like to request Veteran's preference points as part of the application packet, please attach a copy of your DD-214 form to your application.

TRAINING & EXPERIENCE EXAMINATION WEIGHTED 100%

The Training & Experience Examination is designed to elicit a range of specific information regarding each candidate's knowledge, skill, abilities, and potential to effectively perform the duties relative to the classification. Responses to the questionnaire will be assessed based on pre-determined rating criteria. All applicants must complete the entire examination to receive a score. In order to obtain a position on the eligible list, candidates must receive a minimum rating of 70% on the examination.

ELIGIBLE LIST INFORMATION

A departmental open eligible list will be established for the county of Monterey. The list will be utilized for 12 months after it is established unless the needs of the service and conditions of the list warrant a change in this period.

RETEST PERIOD

Once you have taken the examination, you may not retest for SIX (6) MONTHS from the established eligibility date.

SPECIAL TESTING ARRANGEMENTS

Special testing arrangements may be made to accommodate applicants for disability, military, or religious reasons. If you require such arrangements, please contact CalHR at mssprogram@calhr.ca.gov or 916-909-3701 upon notification that your application has been approved. Documentation from medical, military, school or church officials outlining the accommodation request must be received by our office a minimum of five business days prior to a scheduled examination.

APPLICATION DOCUMENTS

If you are using education to meet the minimum qualifications, you must attach your transcripts to your application. Applicants with foreign transcripts must provide a transcript evaluation that indicates the number of units to which the foreign course work is equivalent. Transcripts and evaluations may be unofficial; official transcripts may be required upon appointment. Please redact birthdates and social security numbers.

GENERAL INFORMATION

MSS reserves the right to revise the examination plan to better meet