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Senior Administrative Assistant

Effective: 07/01/08
Range: S-58
Respirator Class: 3

Definition

Assist with general administrative details of the District’s operations, performing a wide variety of complex, responsible and confidential administrative, clerical and technical duties; make limited analytical studies; prepare technical reports; perform research and investigative work.

Distinguishing Characteristics

This class is distinguished by the confidential work that is performed as defined by the Meyers Milias Brown Act. This is an advanced level confidential administrative class in various areas of the District.  It is distinguished from other advanced level administrative positions by its access to confidential information and public contact.

Supervision Received and Exercised

  • Receive general supervision from higher-level management personnel. May receive direction from higher-level professional personnel.

Examples of Essential Duties

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

  • Perform a wide variety of complex and confidential secretarial and administrative duties.
  • Utilize a computer terminal to input, prepare, and maintain a wide variety of confidential and non-confidential information and records.
  • Type correspondence, memos, and reports from written or oral instructions or transcription equipment; operate various computer software applications.
  • Proofread typed or printed work, checking for accuracy, grammatical construction, completeness, and compliance with established standards and special instructions.
  • Coordinate, assemble, and distribute agenda packages for various meetings.
  • Maintain logs, filing, and other record-keeping systems.
  • Compose routing correspondence on own initiative or from brief notes or instructions.
  • Assist in assembling a variety of information and statistical data for the preparation of reports and studies; draft reports, correspondence, and questionnaires.
  • Assist in compiling data for budget preparation; prepare budget estimates and projections, as assigned.
  • Assist in scheduling, organizing, and coordinating special meetings, events, and training.
  • Attend informal or public meetings of various groups, take and transcribe minutes, and provide staff assistance doing research.
  • Provide administrative support for Department staff and other groups as required.
  • Perform related duties as required.

Minimum Qualifications

Knowledge of:

  • Grammar, spelling, punctuation, vocabulary, and modern English usage.
  • Modern office practices, procedures, methods and equipment, including computer use.
  • Research, statistics, filing, indexing, and cross referencing methods.
  • Public contact and public relations skills.

Ability to:

  • Continuously know and remember policies, and procedures, and direction from management staff; understand instructions, directions, policies, and procedures. Intermittently analyze information, identify records, interpret minutes taken, and explain policies and procedures.
  • Sit at desk for long periods of time on a continuous basis.  Intermittently twist to reach equipment surrounding desk, and perform simple grasping and fine manipulation; write or use a keyboard to communicate through written means; take minutes at public meetings; proofread documents regularly and accurately; use telephone; lift or carry weight of 10 pounds or less, and occasionally lift or carry weight of 25 pounds or less as assigned.
  • Understand the organization and operation of the District and of outside agencies as necessary to assume assigned duties.
  • Understand and carry out oral and written instructions.
  • Gather and interpret data.
  • Interpret, edit, and proofread written materials.
  • Understand, interpret, and apply rules, guidelines, and regulations.
  • Communicate clearly and concisely, both orally and in writing.
  • Prepare and maintain complete and accurate records, files, and reports.
  • Type and/or transcribe from handwritten copy and/or recording at a speed necessary for job performance.
  • Take minutes of meetings in shorthand or speedwriting.
  • Perform administrative and clerical detail.
  • Establish and maintain cooperative-working relationships with others encountered in the course of work.
  • Deal courteously and effectively with the public.
  • Plan, coordinate, and organize work to meet deadlines.
  • Work effectively under pressure with frequent interruptions.
  • Organize work, set priorities, maintain critical deadlines, and enlist the assistance of and coordination with all levels of staff and others to ensure successful completion of work.

Experience and Education

Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:

  • Five years of directly related and increasingly responsible administrative and/or technical experience.

Education:

  • Equivalent to the completion of two years of Business College or community college courses in a related field.

Licenses and Certificates

  • Must possess a valid California Driver's.

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