Class Code: 0027
SENIOR
DIVISION ADMINISTRATIVE ASSISTANT
NATURE OF WORK
This is advanced secretarial and clerical
work in the performance of secretarial duties for an Assistant County
Administrator, Division Head, of the largest county divisions, or for staff
agencies with organization-wide impact.
Work involves providing secretarial services
or performing all secretarial and clerical tasks requiring frequent and
extensive utilization of high level secretarial skills. Work includes
independently preparing correspondence, taking dictation and transcribing notes
in a typewritten form or machine transcription using word processing on a
personal computer. Work requires the exercise of considerable initiative,
independent judgment, and discretion in handling delegated administrative
details, and carrying to completion a variety of complex secretarial and
clerical duties. Guidance and direction are often provided to subordinate
clerical employees. General supervision is received from a high level
administrative official; however, incumbents work independently in carrying out
secretarial responsibilities within the framework of established policies and
procedures.
ILLUSTRATIVE TASKS
·
Acts as an administrative
assistant to an Assistant County Administrator, a county division head
supervising the largest county divisions, or staff agencies with organization
wide impact.
·
Relieves an
administrative superior of routine administrative details, such as:
requisitioning or ordering supplies and equipment; checking reports for
accuracy and conformance to policies and standards; assisting in preparing
agendas for meetings and conferences.
·
Takes dictation
and/or performs machine transcription which may vary by subject matter to
include legal, engineering, financial and other technical or specialized
terminology.
·
Makes
appointments and maintains calendar; acts as receptionist and answers requests
for non-technical information.
·
Makes
arrangements for meetings or conferences, informs participants and provides
background information.
·
Supervises and
trains other clerical employees as assigned.
·
Attends
conferences; distributes agenda; takes minutes; types and distributes report of
proceedings.
·
Assembles and
summarizes material from files; cross references data and locates information
requested by general instructions from the supervisor.
·
Independently
drafts correspondence for assigned administrative official.
·
Keeps various
activity and production records which may involve assembling reports from other
sections of the department.
·
Assists
employees in other locations by relaying instructions, advising on departmental
policies and requesting information needed by supervisor.
·
Types various
activity reports, requisitions, work orders, budget transfers, personnel forms
and similar documents specified by administrative regulations.
·
Performs related
work as required.
KNOWLEDGE, ABILITIES AND SKILLS
Thorough knowledge of secretarial procedures
including correspondence preparation, filing systems, office machine operation,
business English and commercial arithmetic.
Thorough knowledge of the clerical
procedures of office supervision.
Thorough knowledge of the clerical
procedures applicable to the organizational activity to which assigned.
Ability to take and transcribe dictation or
to transcribe dictation tapes into word processing software at a high rate of
speed.
Ability to operate a personal computer
and/or electric typewriter at an accurate and rapid rate of speed.
Ability to search for and compile data from
files and other sources applicable to topic of concern.
Ability to make clerical and minor
administrative decisions in accordance with office procedures, ordinances and
departmental rules.
Ability to develop and maintain effective
working relationships with other employees, county officials, and the general
public.
Skill in dictation and the use of a
typewriter, and/or dictating machine and a personal computer.
Ability to serve the public and fellow
employees with honesty and integrity in full accord with the letter and spirit
of
Ability to establish and maintain effective
working relationships with the general public, co-workers, elected and
appointed officials and members of diverse cultural and linguistic backgrounds
regardless of race, color, ethnicity, religion, age, gender, disability, sexual
orientation, marital status or political affiliation.
DESIRABLE EXPERIENCE AND TRAINING
Graduation from high school, including or
supplemented by course work in machine transcription, and/or dictation, and
typing; six (6) years experience in secretarial and clerical work; or any
equivalent combination of relevant
training and experience.
GENERAL INFORMATION
Bargaining Unit: Unrepresented
FLSA Status: Non-exempt
Code of Ethics
Certification: No
Class Spec. Estab./Revised: E1/91 R06/06