Administrative Assistant

Development Services is seeking an Administrative Assistant to join their team.

An Administrative Assistant performs unusually difficult and complex work as administrative assistant to the Director and/or Division Program Manager; relieves the Director and/or Division Program Manager of a variety of administrative and office details; provides information to the public; may supervise and coordinate other staff.

NOTICE:
All correspondences, notices and invitations to test and/or interview will be via e-mail through  Please be sure to set-up your inbox to receive them or check your junk-mail to make sure you are receiving Sutter County's recruitment communications. The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other related duties may be required and assigned.

Prioritizes and maintains the department and/or division calendar; schedules appointments and arranges meetings.

Screens visitors and incoming telephone calls and correspondence; refers to other staff members for reply or personally issues authoritative information on established programs and policies where appropriate.

Acts as liaison between employees and County Human Resources.

Performs department and/or division new employee orientation sessions.

Provides information to candidates for employment and assists with coordinating the interview process.

Processes payroll and personnel forms for department and/or division; reviews and maintains payroll time sheets.

Maintains confidential records and files; oversees the filing, logging in, and maintenance of a wide variety of documents.

Provides information on County and/or departmental policies and procedures; performs routine research to respond to inquiries.

Serves as liaison between Director and/or Division Program Manager, other agencies, and the public in receiving and communicating information.

Monitors legislative activities; accesses updates via computer system; advises appropriate personnel of legislation affecting the department and/or division.

Prepares department and/or division budget; assists in monitoring current budget and assists in managing grants and contracts. Manages grant modifications and requests grant reimbursements.

Compiles preliminary budget data and labor rates for department and/or division as needed and manages budget on an ongoing basis; prepares department and/or division’s yearly budget.

Oversees claims processing and department and/or division accounting of payments for services rendered; prepares journal entries and deposit permits.

Types correspondence, reports and various other materials from rough drafts, dictation, or other sources; reviews outgoing correspondence prepared by other staff members for the Director and/or Division Program Manager’s signature for consistency with administrative policy, format, or clerical correctness.

Composes or completes staff reports on various subjects from general instructions or independently in accordance with administrative policies or procedures.

Makes travel arrangements for the Director and/or Division Program Manager and staff.

Trains, instructs, directs and assists other staff as assigned.

Performs other administrative duties as required including ordering office supplies and equipment, maintaining miscellaneous report and tracking logs; handles public records act requests for the department and/or division.

Maintains the department and/or division’s social media and website pages.

The following are the minimum qualifications for this position. Possession of these qualifications does not ensure that an applicant will be interviewed. Applications will be reviewed in comparison with all other applications received. Knowledge of:

The organization, functions, policies, and practices of County government; the principles of office management, supervision, and standard record keeping procedures as they relate to the work of the office; analytical methods and techniques; the principles and practices related to the development of financial reports, budget requirements; general knowledge of basic accounting; principles and practices necessary to develop, control, and monitor a wide variety of program budgets;

statistical methods, personal computer applications dealing with spreadsheets and database systems administration; knowledge of billings and statistical systems; receptionist and telephone techniques; correct English usage, spelling, grammar, and punctuation; letter and report writing;…