Administrative Assistant II

Class Title Administrative Assistant II Class Code 007 Salary $35.25 - $47.58 Hourly Definition Benefits Description DEFINITION Under general supervision, performs a variety of administrative, secretarial, and office support duties of considerable complexity requiring thorough knowledge of the assigned function and/or the District, its procedures, and operational details; provides administrative support to management and other staff; composes and prepares correspondence using considerable judgment in content and style; performs skilled word processing, data entry, and typing; provides information to the public and staff; provides assistance for a wide variety of assignments related to administration of budgets, contracts, research projects, and assigned programs; and performs related work as required. SUPERVISION RECEIVED AND EXERCISED Receives general supervision from assigned supervisory and managerial staff. May provide functional and technical direction and training to other administrative support staff. CLASS CHARACTERISTICS This is the full journey-level class in the administrative support series. Incumbents at this level are capable of performing complex administrative and office support duties, including taking and transcribing meeting minutes and assisting in projects and programs related to the assigned function. Employees at this level are required to be fully trained in all procedures related to the assigned area(s) of responsibility, working with a high degree of independent judgment, tact, and initiative. Examples of Typical Job Functions (Illustrative Only) Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Provides administrative support to managers and other staff by assisting with duties of a complex nature; acts as a liaison between management and other staff or the public, coordinating resolutions when appropriate. Schedules and/or coordinates meetings, seminars, conferences, and training sessions for District management staff; acts as meeting and/or committee secretary including preparing agendas and informational packets, setting up the room, and taking and transcribing minutes for assigned boards and commissions. Assists or administers assigned projects and/or programs as assigned by management staff; provides assistance to District staff in various research and projects related to the assigned area. Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials. Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, administrative, statistical, financial, and staff reports, and correspondence for assigned staff from rough draft, dictation equipment, handwritten copy, verbal instructions, or from other material using a computer; inputs and retrieves data and text using a computer terminal; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections. Prepares and processes reports, forms, and records, such as payroll, requests for payments, purchase orders, invoices, requests for proposals, bid packages, contracts and agreements, drafts of hearing notices, draft resolutions, notices of determination, and mailing lists for public hearing items. Screens calls, visitors, and incoming mail; receives and responds to calls received for all levels of management; provides information to the public, including contractors and vendors, by phone or in person to ensure contract compliance and an understanding of District policies and procedures; listens to questions and interprets and applies regulations, policies, procedures, systems, rules, and precedents according to existing guidelines; responds to citizen and staff inquiries and complaints; refers citizens to the appropriate District source; coordinates or resolves problems of a moderate nature when appropriate. Develops and implements file, index, tracking, and record-keeping systems; researches records within areas of assigned responsibility to prepare reports and provides follow-up information to customer and staff inquiries. Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies program policies and procedures in determining completeness of applications, records, and files. Monitors and orders office and other related supplies; prepares, processes, and tracks purchase requisitions for services and materials; receives vendor invoices; prepares request for payment for management approval. Acts as a representative of the assigned function within community groups to relay or obtain relevant information regarding District activities. Coordinates and integrates services and activities of the assigned function with other District functions and outside agencies. Operates a variety of standard office equipment, including job-related computer hardware and software applications, copiers, postage meters, facsimile machines, multi-line telephones, and transcription equipment; may operate other function-specific equipment. May maintain personnel files, including processing personnel action forms and sensitive/confidential personnel issues, preparing supervisor generated performance evaluation forms, processing accident/incident/workers' compensation claim forms, filing pertinent documents, maintaining files in a secure location, and providing information to supervisors and managers. Supports the recruitment process; prepares recruitment material including employment bulletins and job postings, personnel selection guidelines, and interview rating sheets;; participates in applicant screening; maintains files on applicants; conducts background checks and reference checks. May use the phone to dispatch maintenance calls to crews. Maintains calendars and makes meeting arrangements; schedules meetings between District staff or between District staff and other groups or organizations; arranges for necessary set-up and materials to be available at meetings. Performs other duties as assigned. Qualifications Knowledge of: Organization and function of public agencies, including the role of an elected Board of Directors and appointed boards and commissions. Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility. Modern office administrative and secretarial practices and procedures, including the use of standard office equipment. Business letter writing and the standard format for reports and correspondence. Principles and practices of data collection and report preparation. Computer applications related to the work, including word processing, web design, database, and spreadsheet applications. Business mathematics and basic statistical techniques. Record keeping principles and procedures. English usage, grammar, spelling, vocabulary, and punctuation. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff. Ability to: Perform responsible administrative and secretarial support work with accuracy, speed, and general supervision. Provide varied and responsible secretarial and office administrative work requiring the use of tact and discretion. Understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities. Interpret and apply administrative policies and procedures related to the assigned area. Respond to and effectively prioritize multiple phone calls and other requests for service. Compose correspondence and reports independently or from brief instructions. Make accurate mathematical, financial, and statistical computations. Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work. Establish and maintain a variety of filing, record-keeping, and tracking systems. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. Operate modern office equipment including computer equipment and specialized software applications programs. Maintain confidential information. Communicate effectively, both orally and in writing. Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. Education and Experience: Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: Equivalent to the completion of twelfth (12th) grade supplemented by college-level coursework and/or technical training in secretarial science and/or office administrative support, and three (3) years of responsible secretarial experience. Licenses and Certifications: None. Supplemental Information PHYSICAL DEMANDS Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds. ENVIRONMENTAL ELEMENTS Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing District policies and procedures. CAFETERIA PLAN Full-time employees receive a monthly contribution amount to pay for District-offered medical, dental and vision insurance plans plus other ancillary benefits. The contribution amount is based on the employees' elected medical plan tier. RETIREMENT BENEFIT The District contracts with California Public Employees Retirement System (CalPERS). The monthly retirement allowance is determined by age at retirement, years of service credit and final compensation. The basic benefit is 2% of final compensation for each year of credited service upon retirement at age 55, 60, or 62. CalPERS Tier 1 Employees hired on or before July 1, 2011 - 2% at 55 plan. The District pays both the employee contribution (7% of gross annual income) and employer contribution (varies). CalPERS Tier 2 Employees hired on or before July 1, 2011 to December 31, 2012 - 2% at 60 plan. Employees pay the employee contribution (7% of gross annual income) and the District pays the employer contribution (varies). CalPERS Tier 3 Employees hired on or after January 1, 2013 are enrolled in the 2% at 62 plan. Employees pay the employee contribution (50% of the Normal Cost) and the District pays the employer contribution (varies). WORK SCHEDULE Full-time employees work a 9/80 schedule. LIFE INSURANCE, ACCIDENTAL DEATH AND DISMEMBERMENT (AD&D) INSURANCE the District pays for a Life Insurance/AD&D policy for all full-time employees that provides a $50,000 coverage. Full-time employees are eligible on the first day of the month on or after completing 90 days of continuous employment. Part-time employees are ineligible for this benefit. LONG-TERM DISABILITY INSURANCE the District pays for a non-work related Disability Insurance plan for all full-time employees that pays up to 60% of an employee's basic monthly earnings not to exceed $5,000 per month following a 90 day waiting period of continuous disability. Full-time employees are eligible on the first day of the month on or after completing 90 days of continuous employment. Part-time employees are ineligible for this benefit. EMPLOYEE ASSISTANCE PROGRAM (EAP) The EAP provides confidential counseling, education and referral on work and life challenges 24 hours a day, seven days a week. RETIREMENT HEALTH SAVINGS PLAN (RHS) through ICMA-RC. Employees contribute 1% of their base salary and the District matches 1%. Funds can be used to pay healthcare premiums and out-of-pocket expenses in retirement. Employee amount is 100% vested immediately. Vesting in the employer contributed amount occurs at 5 years of service with the District, at which time there is 100% vesting. OPTIONAL BENEFITS DEFFERRED COMPENSATION PLAN (457B) This voluntary 457 Plan through ICMA provides employees with the opportunity to invest a portion of their salary on a pre-tax basis. The plan includes a hardship loan option. TECHNOLOGY LOAN PROGRAM The District will assist with the purchase of technology equipment and software for personal use by granting an interest free loan in the amount of $200 - $2,000. . Employees are eligible after six months of service. TUITION REIMBURSEMENT PROGRAM Full-time employees, who have completed six months of service, are eligible for tuition reimbursement for a maximum of $5,000 per year for educational courses in order to foster personal development in job-related areas as well as career advancement. SUPPLEMENTAL INSURANCE The District offers optional Short-Term Disability Insurance; Hospital Insurance; Cancer Insurance; and Accident Insurance through AFLAC LEAVES SICK LEAVE Full-time employees accrue sick leave at the rate of 3.70 hours per pay period. Part-time employees who work 30 or more days in a year are entitled to 24 hours of paid sick leave VACATION Full-time employees accrue 92 to 188 vacation hours annually based on years of service. Employees may use vacation after six months of continuous service. HOLIDAYS The District observes the following 10 holidays: New Year's Day; Labor Day; Martin Luther King Day; Thanksgiving (Thursday and Friday);President's Day; Veteran's Day; Memorial Day; Christmas Day; Fourth of July. Employees also receive two floating holidays to be used incrementally by the end of the fiscal year. COMPENSATORY (COMP) TIME Accrued by converting overtime hours to Comp time off hours. Comp time is used like vacation and may also be used like sick leave. EXECUTIVE LEAVE Exempt full-time employees receive 40 hours of Executive Leave each fiscal year. BEREAVEMENT LEAVE Full-time employees are entitled to up to 5 working days per incident for the death of an immediate family member. This is a general outline of employee compensation and fringe benefits. For a complete explanation of benefits, benefit eligibility and restrictions, please refer to the Employee Handbook or Benefit Plan Documents.