Personnel Commission
CLASS TITLE: Administrative Assistant IV
DESCRIPTION OF BASIC FUNCTION AND RESPONSIBILITIES
Performs a variety of highly responsible administrative, secretarial, and operations support functions of a wide and complex nature to a department in the administrative services. Employees in this classification receive limited supervision from an executive/senior administrator within a broad framework of policies and procedures. This job class requires and advanced abilities and skills in written and oral communication, initiative, organization, problem solving, and independent judgment.
DISTINGUISHING CHARACTERISTICS
The classification of Administrative Assistant IV is distinguished from the lower classifications of Administrative Assistant I/II and Administrative Assistant III-Office Coordinator in that employees in this class establish efficient communication with other members of the Superintendent’s cabinet, board members, staff and community; prepare, produce, distribute, and disseminate information in a variety of formats; and assume responsibility for the completion of special projects. This job class is further distinguished by its advanced use of communication, discretion, initiative, problem-solving skills, and independent judgement.
TYPICAL DUTIES
Performs a variety of highly responsible administrative, secretarial/clerical, and operational support functions of a wide and complex nature; assists and arranges department assignments and activities.
Receives, processes, facilitates, and disseminates information between the department and other COE departments, school district representatives, and the general public; maintains the confidentiality of sensitive information; ensures timely responses as necessary
Collects and analyzes relevant data; researches, initiates necessary changes, and provides background documentation on matters requiring the administrator’s attention; assumes responsibility for timely completion of the specials projects or tasks; and assists in all pertinent matters
Assists in developing and monitoring department and/or office procedures analyzing activities needed to be addressed; recommends course of action for inter-office matters such as personnel, budget, procedures, policies, and special projects
Directs and assigns work to other office clerical personnel; serves as a resource regarding applicable rules, regulations, and policies and procedures; serves as a back-up for other department secretarial/clerical positions
Serves as liaison with other members of the Superintendent’s Cabinet, management, staff, and internal and external individuals and groups of various levels; and enhances communication with the same
Establishes and maintains records, filing systems, and logs; monitors staff calendars as assigned; monitors and records staff attendance; prepares department attendance reports for payroll
Assists in the development and monitoring of the department budget; establishes open accounts, prepares purchase requisitions; maintains equipment inventory; orders equipment, warehouse and other supplies; resolves invoice discrepancies; initiates, prepares, and submits budget revisions and corrections
Schedules, and prioritizes meetings, appointments, and special events for the administrator; reserves meeting sites; coordinates travel arrangements; contacts and confirms appointments and meetings; attends meetings and takes minutes as necessary
Interprets and explains department procedures and policies to school district representatives and the general public; refers callers to the appropriate staff member
Operates a microcomputer, typewriter, duplicating machine, fax machine, calculator, and other peripheral office equipment in the course of assigned functions
Utilizes a variety of accounting, word-processing, graphic/presentation, and data base software applications programs
Prepares, types, formats, edits, and distributes a variety of routine and complex correspondence, reports, memorandums, forms, and department publications; may determine the format and content of written communications
Assists in the preparation of material for presentation to the Board of Education
Receives, opens, and distributes incoming mail; initiates and/or or transmits inter-office memorandums and notices
Provides administrative support in the selection process for department staff
Performs all other related duties as required.
EMPLOYMENT STANDARDS
Knowledge of:
Effective office procedures, and practices including indexing, filing systems and maintenance, telephone techniques, and report writing
Correct English usage, grammar, punctuation, vocabulary, and spelling
Proper document construction and editorial enhancement techniques
Research, analysis, and project planning
Basic financial record-keeping, budgeting, and mathematics
Office software application programs for accounting, word-processing, graphics, and data base system purposes
Applicable state and federal laws, rules, and regulations
Ability to:
Prepare, produce, duplicate and disseminate information in a variety of formats
Follow and understand oral and written instructions without immediate supervision
Interpret and apply applicable state and federal laws, rules, regulations, and procedures, and policies
Communicate orally and in writing with large and small groups
Organize responsibilities to determine priorities and meet established deadlines
Establish, modify, and maintain a wide variety of procedures, programs, records and filing systems within the area of responsibility
Perform a variety of simultaneous administrative secretarial/clerical support work with speed and accuracy
Collect and assemble data using sound judgment and discretion when appropriate
Research, reason, and effectively resolve problems
Compose, transcribe, type, edit, and distribute a variety of correspondence, memorandums, forms, reports, and department publications with clarity and precision
Maintain staff calendars, schedule meetings, prepare meeting agendas, and take meeting minutes
Operate a variety of office equipment including, but not limited to, a microcomputer, copy machine, fax machine, calculator, printer, and other peripheral equipment
Keyboard/type accurately at a corrected speed of 50 net words per minute
Effectively use a variety of software applications programs for word processing; database management, presentation/graphics, and spreadsheet
Direct and train others of comparable skill
Establish and maintain cooperative relationships with those contacted in the performance of required duties
May require:
Some positions may require the ability to speak, read, and/or write in another language other than English as designated by the County Office of Education
Possession of a valid Class 3 California Driver’s License and a driving record which meet the County Office of Education’s insurance requirement
TRAINING AND EXPERIENCE
Generally, any combination of training and experience that provides the required knowledge, abilities, and skills is qualifying. A typical method of demonstrating these qualifications would be: three years of progressive job related experience as an administrative assistant or office manager, preferably in an educational institution, and two years of administrative office training.
BARGAINING UNIT: Office, Technical, and Business Services (OTBS) Unit
Approved by the Personnel Commission: July 5, 2000