Temporary Senior Administrative Specialist

The Position

The Park District is currently recruiting for one (1) Temporary Senior Administrative Specialist at the Peralta Oaks Administration Building, in Oakland, CA. This temporary assignment will serve no more than six (6) months. Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

Under general supervision, performs a wide range of specialized and routine to complex clerical and administrative tasks in support of functions and programs and to relieve management of administrative and office support tasks; and performs related duties as assigned. Senior Administrative Specialist is the advanced journey level class of the office/clerical series, fully capable of independently performing a wide variety of receptionist duties, word processing tasks, maintaining calendar(s), filing, record keeping, and coordination of schedules and meetings.

This class also performs work involving a variety of complex and highly responsible clerical tasks or highly technical and related non-routine duties of an administrative nature requiring a wide latitude for independent action. This class may provide lead direction to assigned support staff, which is distinguished from other office/clerical classifications.

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Performs a variety of clerical and administrative tasks requiring specialized knowledge of the assigned department's functions and programs;
• Routes, logs and routes human resources forms;
• Maintains front end of various databases, including user support;
• Assists with the preparation of contract documents and coordinates department work products;
• Processes payments;
• Tracks, reconciles and deposits checks and cash;
• Extracts and compiles data for reports;
• Composes and types correspondence, reports, manuals and policies;
• Creates, edits and updates documents, forms, charts, tables, legal forms and various other items;
• Reviews documents for completeness and accuracy;
• Maintains calendars:
• Schedules and coordinates meetings, trainings and appointments;
• Assesses and sets daily work priorities;
• Explains or clarifies policies, procedures, rules, regulations and contracts;
• Initiates follow-up procedures to ensure projects and other tasks are completed and/or deadlines met, including coordinating activities with others;
• Develops systems for tracking information, projects and pending issues;
• Screens incoming correspondence, including assisting with or referring to appropriate staff and following up on replies;
• Screens outgoing correspondence prepared by others;
• Takes meeting minutes and presents information in a clear and concise manner;
• Performs cross departmental collaboration;
• Processes incoming invoices and submits for payment;
• Provides guidance and training to other department staff on office practices, District procedures, and other subject matter;
• Serves as a resource to management team and internal staff in resolving issues or administrative processing;
• Computes, verifies and reconciles figures on printouts, purchase orders, invoices, time reports and various other documents and forms;
• Processes and reviews timecards;
• Verifies contract provisions are met and appropriate approvals are received;
• Coordinates events and services with outside contacts, vendors and resources;
• Assists in the implementation of departmental goals and objectives.

Other functions and duties include designing and creating new forms, certificates, and flyers; maintaining adequate office supplies, equipment and forms, including preparing purchase requisitions; arranging for repair of equipment; scheduling back-up office support as required; making travel arrangements when necessary; may train or cross-train other support staff in various functions; may assist with CEQA processes; supports special projects; and performs related duties as assigned.

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education:

Equivalent to the completion of the twelfth grade, AND

Experience:

Four years of recent responsible clerical or general office experience, OR Three years of experience in the East Bay Regional Park District classification of Office Assistant or one year of experience in the classification of Administrative Specialist, OR Substitution:
College education in a related field may be substituted for up to one year of the experience requirement on the basis of 60 semester or 90 quarter units of college credit equals one year of experience.

The following generally describes the knowledge and…