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Administrative Assistant II

Imperial, CA
*Contract Position

We Need a high level Administrative Assistant II to provide backup assistance to the Executive Assistant to the General Manager & Secretary to Board of Directors in regards to agendas, calendars, filing, general clerical assistance, and backup when necessary on other related duties.


PRIMARY FUNCTION:


Under general supervision, performs a variety of difficult responsible, specialized, and confidential administrative and secretarial functions that require knowledge of district policies and departmental systems procedures, federal and state laws. Performs other duties as assigned.

DISTINGUISHING CHARACTERISTICS:
  • The Administrative Assistant II provides administrative services to a department manager of a medium size department with significant level of responsibility and minimal supervision.
  • Coordinates or may functionally supervise activities of other clerical personnel.
  • Progression to the next level will depend on vacant positions at the higher level.
  • The incumbent must be proficient in transcription and may coordinate or functionally supervise activities of other clerical or secretarial personnel assigned within the department.
  • The incumbent may attend board of directors meetings, management staff meetings and coordinate with department management and maintain the strictest confidentiality (i.e., legal matters, personnel matters, strategies regarding sensitive issues associated with capital projects and negotiations).

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The examples of essential functions listed below are representative but not necessarily exhaustive or descriptive and incumbent may be assigned other related functions not listed herein if such functions are a logical assignment for the position.
  • Conducts administrative instructions in compliance with organizational practices and policies; interprets policies and operating procedures to expedite work flow and business processes; takes and responds to calls and screens inquiries and takes messages; schedules appointments and answers questions.
  • May coordinate administrative activities with department management, employees and assigned staff to ensure department deadlines are met.
  • Performs administrative tasks not requiring immediate attention of the department manager; collects, compiles and analyzes information pertaining to the functions of the department.
  • Prepares, reviews and prioritizes correspondence, board memos, documents, contracts, reports and other statistical data which may be confidential for the department manager and follows up on assigned departmental actions and ensures timely completion.
  • Records and transcribes meeting minutes and information which may be of a confidential, personal, or business nature into summaries, correspondence, memoranda, reports, speeches, testimony and other documents.
  • Receives, opens, date stamps and screens incoming mail using discretion and knowledge of departmental operations; arranges in priority order, assembles background information, prepare responses where appropriate and distribute to appropriate staff.
  • Assists with developing, compiling and revising annual budget; provides fiscal information and assists with monitoring departmental budget expenditures.
  • Maintains the department manager’s calendar and coordinates daily schedules; gathers information regarding upcoming meetings to ensure department manager is fully informed of appointments; coordinates all details for upcoming events for the department and secures facility and refreshments as required.
  • Makes travel arrangements for personnel, maintains travel order files, reviews and verifies purchase cards expenses and compiles reports.
  • Organizes and maintains the departments’ records and filing system pursuant to district policy and department’s records retention schedule; follows established protocol and chain of custody procedures to discard dated records and documents pursuant to the schedule.
  • Operates computer and maintains a variety of records, files, work orders and audits; prepares reports, spreadsheets, graphs, tables and power point presentations as required.
  • Enters payroll data into computer system and prepares, reviews and verifies P-card expense reports.
  • Assists supervisor in gathering data to complete employee performance evaluations and merit increases and monitors timeline to ensure documents are completed in a timely manner in accordance with policy and procedure.

MARGINAL DUTIES AND RESPONSIBILITIES 
  • Maintains inventory of supplies, forms and materials and reorders as required.
  • Assists in carrying out administrative policies and procedure.
  • Assists on special projects.
  • Performs other duties as assigned.

QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
  • Education Associate’s degree with a major in business administration, business administrative assistant, business office technician or related degree.
  • Experience Six years of progressively responsible secretarial or administrative work experience dealing with federal, state, county, water and power administrative rules and regulations.
  • Progressively responsible directly related experience may be substituted for the required education at the ratio of two years of experience in secretarial or administrative experience working with public agencies and exposure to federal, state, county, water, power, election and administrative codes.
  • Licensing A valid drivers' license issued by the State of California Department of Motor Vehicles is required.

KNOWLEDGE, SKILLS AND ABILITIES
  • Knowledge Modern office methods, equipment and procedures; modern methods of transcription; general office use of SAP; software programs; methods and practices of computerized record keeping and bookkeeping; policies & procedures; budgetary process and procedure; filing systems including alphabetic, numeric and chronological; transcription and word processing; and secretarial functions related to an assigned department.

Skills/Abilities
  • Communicates and maintains effective relations with customers and the general public; operate keyboard at a desired speed of 75-80 words per minute; perform transcription; compose correspondence, reports, power point presentations, charts, and graphs independently; interpret policies, procedures, journals, and regulations and apply them to specific situations; follow written and oral directions.
  • Understand safety rules and regulations and work safely; perform responsible administrative, secretarial, and clerical functions.
  • Fluency in the English Language is required; ability to speak Spanish is desired.
  •  Be prompt and regular in attendance and work cooperatively and courteously with employees, board of directors, public and/or private agency representatives, landowners, water users, consultants, and the general public.

Tools and Equipment Used
  • General office equipment, computer, fax machine, laminator, camera, copy machine, projector, recorder, telephone, television, binding machine, postage machine, two-way radio, Dictaphone and vehicle.

SUPERVISORY RESPONSIBILITIES:
  • Coordinates or may functionally supervise activities of other clerical personnel.

WORK ENVIRONMENT:
  • The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
  • Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
  • While performing the duties of this job, the employee frequently works in a well-lighted office environment with climatically controlled temperatures.
  • The noise level in the work environment is usually quiet.
PHYSICAL DEMANDS
  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
  • Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
  • While performing the duties of this job, the employee is frequently required to sit; talk and hear; use hands to finger, handle, or feel objects, office machines, or controls; the employee is occasionally required to reach with hands and arms; walk and stand.
  • The employee must frequently lift and/or move up to 25 pounds.
  • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
  • Degree of Physical Effort - 2 An employee in this category will be exposed to physical demands requiring strength, coordinating and dexterity only on occasion.

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