Administrative Assistant

PURPOSE

The Administrative Assistant classification performs a variety of advanced and confidential administrative support functions for a program, professional staff/workgroup, department director, or division manager.

DISTINGUISHING CHARACTERISTICS

The Administrative Assistant is a single advanced level administrative job class and is distinguished from other administrative support job classes such as the Administrative Specialist series classifications by the significant emphasis on paraprofessional administrative duties, performing a wide variety of a complex, diverse, and confidential support. Job duties are broader in scope and complexity versus general administrative support. This class is distinguished from the Executive Assistant job class by the latter's greater independence and responsibility for initiating professional level work assignments, and carrying out executive support of a sensitive nature to the County Administrative Office and Board of County Commissioners.

SUPERVISION RECEIVED AND EXERCISED

The Administrative Assistant receives direction from a department, division, or other program manager.

The Administrative Assistant may exercise direct, functional, or technical supervision over assigned clerical staff.

ESSENTIAL JOB DUTIES

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

1. Provides staff support to an assigned manager by assisting with administrative support duties of an advanced, complex, or sensitive nature including, but not limited to, the following:

a. Maintains calendars; coordinates, arranges, and confirms meetings; arranges for meeting setup; attends meetings, takes notes, and transcribes minutes and summaries.

b. Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and the use of sound independent judgment.

c. Conducts research, responds to requests for information and complaints from officials, customers, and the public; refers the request or complaint to appropriate staff.

d. Reviews, proofreads, and edits department agenda items for the County Board of Commissioners; maintains files for agenda materials; coordinates with department liaisons and County Administrative Office.

e. Prepares travel and training requests; makes and confirms travel and other arrangements for business lunches and conferences; types itineraries; and compiles expense reports.

f. Schedules and/or coordinates special meetings, seminars, conferences and training sessions.

g. Maintains department and agency contacts and mailing lists.

h. Represents the department at meetings.

i. Acts as a liaison between the supervisor and the public or other employees.

2. Establishes, analyzes, revises, and recommends administrative and office practices, procedures, systems, and work flow processes; monitors activities to ensure conformance with adopted department/division work plans; analyzes existing methods and recommends improvements to practices and procedures, and coordinates department/division functions; develops and maintains operating or procedure manuals; and assists in preparing and monitoring a complex budget as assigned.

3. Performs a complex central administrative support function on a regular basis; assists in contract administration and monitors performance of contractors and vendors to ensure contract compliance.

4. Interprets policies and regulations for the public and department personnel resolving difficult problems which may arise and responds to citizen complaints, coordinating resolutions.

5. Assists in creating a positive and supportive work environment; enforces a safe workplace; establishes a culture of teamwork and communication; creates a workplace that promotes the organizational values of access and opportunity and actively promotes an environment respectful of living and working in a society accepting of all.

6. Compiles and analyzes data and prepares regular and special reports for departmental management. Prepares technical worksheets, tables and computations; establishes and maintains database of information to track pending projects.

7. Keeps supervisor(s) informed of significant items requiring supervisory review or action; obtains information from staff members, relays assignments, calls attention to deadlines, and obtains progress reports; and maintains frequent contacts for supervisor with other departments and agencies.

8. Prepares agendas for meetings, functions, and conferences; attends meetings with or on behalf of the supervisor; and takes notes on significant parts of discussion, issues, and planned future events pertaining to business at hand.

9. Composes correspondence with a high degree of initiative and judgment when communicating with the public, contractors, other county departments, and other public agencies or community partners and prepares paperwork in appropriate format for review and approval.

10. Plans, prioritizes, assigns, supervises, and reviews the work of administrative support staff performing a variety of activities in an assigned department/division; provides and coordinates staff training; manages performance; works with employees to correct deficiencies; and implements discipline procedures.

11. Attends to a variety of office administrative details; establishes and maintains confidential and/or specialized file systems; keeps reference documents up to date; and oversees storage of official records.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

• Principles and practices of administrative support services administration in the public sector including methods and techniques used in financial administration, personnel administration, purchasing, project management, and contracting.

• Procedures and techniques of budget preparation and accounting and the ability to implement and maintain standard filing and accounting systems.

• Organization and operation of County government as necessary to assume assigned responsibilities;

• Principles of supervision and training.

• Standard office equipment, including computer systems and software programs such as word processing and spreadsheets.

• Public relations techniques and concepts.

• Principles and practices of sound business communication; correct English usage, spelling, punctuation, grammar, and composition.

• Math, including statistical calculations and data collection.

Skills to:

• Organize and maintain office/administrative systems and procedures.

• Understand, interpret, and apply County and department policies, procedures, and technical materials.

• Compose correspondence requiring a high degree of initiative and judgment.

• Conduct independent research.

• Define administrative problems and recommend and implement solutions.

• Collect, research, evaluate, and summarize data.

• Prepare and present clear and concise reports.

• Establish and maintain effective working relationships with County employees and officials, contracted service providers, other governmental agencies, citizen groups, and the public.

• Lead or supervise the work of assigned staff.

Ability to:

• Follow complex oral and written instructions.

• Manage multiple and rapidly changing priorities.

• Organize, research, implement, and maintain complex and confidential office files.

• Use resourcefulness and tact in explaining difficult procedures and regulations to the general public and other employees.

• Work independently and prioritize time and work assignments effectively.

• Prepare clear, accurate, and logical written reports.

• Implement and maintain standard filing systems.

• Communicate effectively both orally and in writing.

• Establish and maintain cooperative working relationships with individuals and groups who come from diverse backgrounds and represent members of the public, coworkers, and/or vendors.

MINIMUM QUALIFICATIONS

Education and Experience:

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

• Graduation from high school or possession of a G.E.D. equivalent; AND

• Five (5) or more years of progressively responsible administrative experience related to office management or a major administrative function for a department or division.

• Possession of an Associate degree or Professional Certification in business administration, public administration, or related field may substitute for two (2) years of required work experience.

ADDITIONAL LICENSES, CERTIFICATES, PHYSICAL ABILITIES AND SPECIALTY REQUIREMENTS

• Some positions may be required to possess a driver's license valid in the State of Oregon and an acceptable driving record per Washington County policy.

• Some positions may be required to pass a criminal background check.