Administrative Assistant II

Job Summary

Under minimal supervision, performs a variety of responsible and administrative work unique to the work unit requiring initiative and independent judgment. Serves as intermediary for department head or elected official in carrying out important delegated administrative detail tasks. Maintains official records requiring knowledge of a specialized subject matter. Coordinates office schedules and workloads. Interprets and explains established policies and procedures. Participates in budget preparation and may supervise subordinate personnel.

Incumbents may have contact with high-level administrative offices requiring use of business vocabulary, tact, discretion and independent judgment.

This is the second in a series of five administrative-related job classifications within the Administrative Support job family. This classification is distinguished from the Administrative Assistant I in that the major duties performed are administrative in nature and clerical duties are performed infrequently. This classification also has a higher degree of supervisory responsibility. This classification is distinguished from the Administrative Associate or Executive Assistant in that incumbents do not serve in an advisory capacity or perform constituent service.

• Performs direct administrative support services for a department head or elected official. Coordinates calendar and travel arrangements for department head or elected official. Performs a variety of administrative support activities for supervisor, such as composing replies to correspondence. Keeps supervisor(s) informed of significant items requiring supervisory review or action. Monitors workflow by relaying assignments, calling attention to deadlines, and obtaining progress reports.
  
  Maintains frequent contacts for supervisor with other departments and agencies. Provides administrative assistance in program development, grant proposals, contract management, and management of special projects. May serve as notary public.
• Composes, prepares, and processes various documents, such as correspondence, letters, memoranda, court documents and reports. Formats and proofreads documents. May develop and implement office forms. Edits, copies and faxes documents. Opens and reviews all incoming mail. Routes and/or answers inquiries and composes correspondence on general and technical matters. Organizes, establishes and maintains filing system for correspondence, records, documents, conferences and publications.
  
  Receives visitors and officials. Answers and screens telephone calls, voice mails and e-mails. Assists the general public by answering questions or providing information regarding office, work unit and countywide activities and programs, policies or procedures. Serves as liaison to staff, outside agencies and the public concerning information or complaints. Resolves problems within scope of position. Conducts research, creates and maintains databases and spreadsheets, summarizes and analyzes information, performs and calculates statistical analysis, and compiles data to prepare special and recurring reports containing specialized information.
  
  Prepares agenda, attends meetings and records minutes. May track committee member attendance. Attends committee meetings, budgetary hearings, and task force meetings.
• Completes personnel forms, workers compensation claims and leave forms/requests for payroll. Sets up and maintains personnel files. Verifies and prepares and/or updates timesheets and distributes payroll checks. Completes personnel action forms and vacancy announcements and may issue staff identification cards. May serve as personnel liaison.
• Maintains, monitors and reconciles departmental budgets. Prepares monthly report of expenditures. Performs departmental purchasing and records expenditures. Assumes responsibility for fiscal control over line items in department's administrative budget. Monitors expenditures and performs budget analysis on accounts and reviews transactions. Collects fees, prepares deposits and reports, researches discrepancies and prepares special and recurring management financial/budget departmental reports. Monitors equipment repairs. May participate in budget preparation and justification.
• Interviews, evaluates, and makes recommendations for hiring clerical staff. Trains and supervises clerical staff. Provides input on merit increases, promotions, disciplinary actions, and dismissals for clerical staff. May supervise, monitor and coordinate work assignments.
• Performs other job-related duties as assigned.

Associate's degree in Public Administration, Business Management or a directly related field AND two (2) years of increasingly responsible administrative/secretarial and clerical experience;

OR,

Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge,…