Administrative Aide
Placer County Water Agency (CA), Auburn, CA, United States
SUMMARY DESCRIPTION
To provide, organize and coordinate administrative support functions within an assigned department; to compile and track a variety of operational data; and to maintain departmental records and files.
DISTINGUISHING CHARACTERISTICS
This class is a journey level technical class. Employees at this level receive only occasional instruction or assistance as new, unusual or unique situations arise and are fully aware of the operating procedures and policies within the work unit.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from an assigned manager or department head.
May exercise direct supervision over administrative support staff.
EXAMPLES OF DUTIES
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.
Organize and provide administrative support and coordination for an assigned department.
Support department payroll activities which includes reviewing, batching, verifying and coding hours for departmental staff and producing reports.
Receive, open, time stamp and distribute mail.
Compile and track a variety of operational data.
Receive and reconcile invoices, ensuring correct billing amount, obtaining authorizing signatures and forwarding to Finance for payment.
Order, maintain and reconcile office supply purchases and maintain office equipment and materials.
Research data and compile information to be used in special projects and comprehensive reports.
Develop, maintain and archive a variety of files and records for information related to a department; maintain manuals and update resource materials.
Participate in special projects as assigned including collecting and compiling a variety of administrative and/or technical information and preparing report of findings.
Receive and respond to calls and visitors with tact and diplomacy, researching and responding to requests for sensitive information and assistance and resolving citizen concerns and complaints.
Register departmental employees for training and maintain department records of training provided and attended.
Prepare, track and distribute monthly budget reports.
Assist with the preparation of Board agenda items.
Assist with the Request for Proposal/Request for Qualifications process including developing and maintaining project files and ensuring collection of required documents.
Interpret and apply Agency policies, procedures, and administrative directives, and communicate laws and regulations in response to inquiries or complaints and refer inquiries as appropriate.
Coordinate and make travel arrangements for a departmental staff.
Maintain appointment schedules and calendars and organize and arrange meetings, conferences and Agency functions.
Provide history and operational documentation of project operations and changes.
Assist in the negotiation and development of various agreements.
Represent the department at staff and administrative meetings, committees, and related meetings.
May supervise, plan, prioritize, assign, and review the work of support staff, participate in the recommendation of the appointment of personnel, provide or coordinate staff training, and work with employees to improve performance.
Build and maintain positive working relationships with co-workers, other Agency employees and the public using principles of good customer service.
Perform related duties as required.
QUALIFICATIONS
KNOWLEDGE OF:
Database management practices.
Project administration techniques and principles.
Principles and practices of supervision.
Principles and procedures of fiscal and statistical record keeping and budget preparation and administration.
Principles and practices of document maintenance and the development and maintenance of electronic and manual document filing and retrieval systems.
Modern office equipment including word processing, database and spreadsheet applications.
Principles and practices of customer service.
ABILITY TO:
Perform responsible and complex administrative support activities for an assigned department involving the use of independent judgment.
Interpret and apply policies, laws and rules related to assigned department.
Analyze office operations and technical problems, evaluate alternatives and recommend solutions.
Independently prepare a wide variety of correspondence, reports, spreadsheets, and other materials.
Compile and maintain records.
Schedule project milestones effectively.
Analyze and catalog technical data.
Supervise and train subordinate staff.
Develop and maintain electronic and manual filing system to meet project needs.
Operate a computer using word processing, business software and other office equipment.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
WORKING CONDITIONS
Work is generally carried out in an office setting.
Frequently sit at a desk and in meetings for long periods of time.
Frequently twist to reach equipment and perform simple grasping and fine manipulation to write and use keyboard.
Occasionally lift up to 35 pounds.
Experience and Education
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:
Experience:
Five years of increasingly responsible administrative support experience, preferably within a public agency.
Education:
Equivalent to an Associate’s degree with major coursework in Business Administration, Public Administration or a closely related field.
Class specifications are not intended to reflect all duties performed within the job.
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To provide, organize and coordinate administrative support functions within an assigned department; to compile and track a variety of operational data; and to maintain departmental records and files.
DISTINGUISHING CHARACTERISTICS
This class is a journey level technical class. Employees at this level receive only occasional instruction or assistance as new, unusual or unique situations arise and are fully aware of the operating procedures and policies within the work unit.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from an assigned manager or department head.
May exercise direct supervision over administrative support staff.
EXAMPLES OF DUTIES
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.
Organize and provide administrative support and coordination for an assigned department.
Support department payroll activities which includes reviewing, batching, verifying and coding hours for departmental staff and producing reports.
Receive, open, time stamp and distribute mail.
Compile and track a variety of operational data.
Receive and reconcile invoices, ensuring correct billing amount, obtaining authorizing signatures and forwarding to Finance for payment.
Order, maintain and reconcile office supply purchases and maintain office equipment and materials.
Research data and compile information to be used in special projects and comprehensive reports.
Develop, maintain and archive a variety of files and records for information related to a department; maintain manuals and update resource materials.
Participate in special projects as assigned including collecting and compiling a variety of administrative and/or technical information and preparing report of findings.
Receive and respond to calls and visitors with tact and diplomacy, researching and responding to requests for sensitive information and assistance and resolving citizen concerns and complaints.
Register departmental employees for training and maintain department records of training provided and attended.
Prepare, track and distribute monthly budget reports.
Assist with the preparation of Board agenda items.
Assist with the Request for Proposal/Request for Qualifications process including developing and maintaining project files and ensuring collection of required documents.
Interpret and apply Agency policies, procedures, and administrative directives, and communicate laws and regulations in response to inquiries or complaints and refer inquiries as appropriate.
Coordinate and make travel arrangements for a departmental staff.
Maintain appointment schedules and calendars and organize and arrange meetings, conferences and Agency functions.
Provide history and operational documentation of project operations and changes.
Assist in the negotiation and development of various agreements.
Represent the department at staff and administrative meetings, committees, and related meetings.
May supervise, plan, prioritize, assign, and review the work of support staff, participate in the recommendation of the appointment of personnel, provide or coordinate staff training, and work with employees to improve performance.
Build and maintain positive working relationships with co-workers, other Agency employees and the public using principles of good customer service.
Perform related duties as required.
QUALIFICATIONS
KNOWLEDGE OF:
Database management practices.
Project administration techniques and principles.
Principles and practices of supervision.
Principles and procedures of fiscal and statistical record keeping and budget preparation and administration.
Principles and practices of document maintenance and the development and maintenance of electronic and manual document filing and retrieval systems.
Modern office equipment including word processing, database and spreadsheet applications.
Principles and practices of customer service.
ABILITY TO:
Perform responsible and complex administrative support activities for an assigned department involving the use of independent judgment.
Interpret and apply policies, laws and rules related to assigned department.
Analyze office operations and technical problems, evaluate alternatives and recommend solutions.
Independently prepare a wide variety of correspondence, reports, spreadsheets, and other materials.
Compile and maintain records.
Schedule project milestones effectively.
Analyze and catalog technical data.
Supervise and train subordinate staff.
Develop and maintain electronic and manual filing system to meet project needs.
Operate a computer using word processing, business software and other office equipment.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
WORKING CONDITIONS
Work is generally carried out in an office setting.
Frequently sit at a desk and in meetings for long periods of time.
Frequently twist to reach equipment and perform simple grasping and fine manipulation to write and use keyboard.
Occasionally lift up to 35 pounds.
Experience and Education
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:
Experience:
Five years of increasingly responsible administrative support experience, preferably within a public agency.
Education:
Equivalent to an Associate’s degree with major coursework in Business Administration, Public Administration or a closely related field.
Class specifications are not intended to reflect all duties performed within the job.
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