DEFINITION OF CLASS:
This is administrative work providing staff support in a variety of functional areas to a department/agency or division in a limited or developmental capacity; or providing administrative support to such entities as an elected/appointed board, commission or committee. Contacts primarily include managers and employees both within and outside the department/agency to which an employee is assigned for the purpose of providing information and recommendations, resolving administrative problems and agreeing on courses of action. Contacts are generally of a cooperative nature and require coordination on the part of the employee to maintain smooth provision of administrative services. Employees in this class provide limited direct assistance to the public.
An employee in this class, working under the general direction of a higher level supervisor, is responsible for providing administrative support in some combination of the following: record maintenance (e.g., fiscal control, personnel, statistical or case specific); report preparation (including research and analysis as required); response to correspondence; budget preparation; preparation for hearings (setting of agenda, collection of materials, note taking, etc.); contract monitoring; and liaison to organization employees and other departments/agencies concerning matters specific to the organization. An employee uses knowledge of administrative procedures governing operation of the department/agency to which assigned in order to carry out duties associated with the day to day support of a departmental entity or elected/appointed board, commission or committee. An incumbent in this class uses initiative and works independently to ensure the smooth operation of the office, referring problems or unprecedented situations to the supervisor for resolution. Work is normally evaluated upon completion for soundness and conformance to policy and procedures. Specific guidelines are available in the form of Personnel and/or Procurement Regulations, Administrative Procedures and department/agency operating procedures which regulate procedures and processes to be followed. An employee uses judgment to determine which guidelines prevail in a variety of situations, consulting a supervisor if existing guidelines cannot be clearly applied. The complexity of this class is marked by an employee's knowledge of and ability to apply procedures, analyze a variety of situations, many times of a sensitive/confidential nature, and determine appropriate action to be taken or recommend be taken. Depending upon the position's location in organization's structure, employees may have supervisory responsibilities; however, this is atypical of the class. An employee in this class provides administrative support to facilitate the effective and efficient operation of the organization to which assigned. Completed work has an impact on individuals who provide and utilize the services of that department, agency, board, commission or committee. This class of work is differentiated from the next higher level in that an employee provides a limited range of administrative support, is developing skills to perform a full range of administrative support activities, or provides organization and support to an elected body of individuals making decisions affecting the County. An employee in this class works in an office environment, performing primarily sedentary work which does not involve significant exposure to hazards.
EXAMPLES OF DUTIES: (Illustrative Only)
Performs a variety of administrative support functions (e.g., planning agendas, gathering materials, taking notes and processing necessary paperwork) for an elected/appointed Board, Commission or Committee body.
Participates in the preparation of the annual budget by compiling information to be included.
Conducts research and prepares reports of limited sphere which may require compilation and analysis of data.
Reviews and drafts replies to correspondence.
Organizes and maintains personnel, financial, statistical, purchasing and other agency records.
Serves as staff liaison with employees in the County Government, other government agencies, private groups and community organizations.
Receives, investigates and, if possible, resolves complaints and inquiries from employees or the general public.
Establishes work priorities and coordinates them to meet deadlines and ensure an efficient workflow throughout the agency.
Provides orientation and assistance to new employees in the office to acquaint them with established practices and procedures.
May monitor contracts to ensure they are written correctly, that terms are met, to recommend payments be made, and ensure renewal so that service is not interrupted.
May act as agency liaison with the Office of Human Resources concerning various personnel issues.
May devise forms and office procedures to facilitate the accomplishment of work activities.
Performs related duties as required.
Experience: One (1) year of professional administrative experience related to the needs of the department/agency or organization to which the position is assigned (e.g., budget preparation, equipment and material control, work project control or related areas).
Education: Graduation from an accredited college or university with a Bachelor's Degree.
Equivalency: An equivalent combination of education and experience may be substituted.
Knowledge, Skills and Abilities:
Knowledge of general office practices and procedures.
Knowledge of the methods, principles and techniques associated with research, data collection and report writing.
Knowledge of contract development, administration, and monitoring, as required.
Ability to rapidly acquire knowledge of County Government procedures and the relationships between various County agencies, and County regulations and procedures applicable to the assigned duties of the position.
Ability to establish and maintain effective working relationships with representatives of various government and private organizations and the general public.
Ability to effectively communicate.
Ability to use personal computers and applications as necessary to collect and analyze data or keep records.
Ability to attend meetings or perform other assignments at locations outside the office as necessary.
Individuals appointed to a position in this class will be required to serve a probationary period of twelve months and, if promoted to a position in this class, will be required to serve a probationary period of six months. Performance will be carefully evaluated during the probationary period. Continuation in this class will be contingent upon successful completion of the probationary period.
MEDICAL PROTOCOL: Medical History Review
Note Medical protocol may vary according to assignment as follows:
1) Administrative Specialist I positions assigned to Board of Elections require a Limited Core Exam and Drug/Alcohol Screen.
Class Established: February 1966
Revised: January 1970