DEFINITION

Under general supervision, provides varied office administrative, secretarial, and general clerical assistance for the implementation and monitoring of specific departmental/divisional programs; performs a wide variety of office support activities for the District such as covering telephone and front counter reception, processing various customer service related requests, word processing, data entry, and report preparation and performs related duties as required.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the Sr. Executive Assistant/Board Secretary. No direct supervision of staff is exercised.

CLASS CHARACTERISTICS

This is a journey-level classification. Incumbents perform a variety of specialized and confidential administrative, secretarial, and clerical work for various District departments, providing general information to the public, and other administrative and office support work. This class is distinguished from the Sr. Executive Assistant/Board Secretary in that the latter provides higher-level office administrative and complex technical support to the General Manager, the Board of Directors, and related management, professional, and supervisory staff and performs technical support work District-wide.

EXAMPLES OF ESSENTIAL JOB FUNCTIONS

The duties listed below are illustrative only and are not meant to be a complete and exhaustive listing of all of the duties and responsibilities of this classification. Management reserves the rights to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Performs a variety of administrative/clerical work including preparing and word processing correspondence, forms, and reports from drafts, notes, brief instructions, or corrected copy; proofreads materials for accuracy, completeness, compliance with departmental policies; correct formatting, grammar, punctuation, and spelling.
• Receives and screens telephone calls and visitors, and directs them to appropriate District locations/staff.
• Provides factual information to District staff, other organizations, and the public regarding District functions, policies, rules, procedures, and ordinances; distributes materials and information to customers.
• Assists the Sr. Executive Assistant/Board Secretary in daily general office operations and planning; preparing agenda packets, reports, background materials, draft minutes for Board meetings, and serves as their backup when required.
• Organizes and maintains various administrative, confidential, reference, and follow-up files; purges files as required.
• Provides support to the management team such as calendar management, meeting setup, agenda preparation, and taking minutes.
• Provides support with the preparation of project management reports.
• Coordinates travel arrangements for the management team including event registration, transportation, and accommodations.
• Makes copies, collates materials, files copies of letters, memoranda, reports, and other materials in department and/or central files.
• Researches, compiles, and analyzes information; prepares specialized analytical reports relating to a core function of a departmental operation.
• Coordinates the completion of one or more departmental processes with little to no supervision; may include contracts, insurance documents, etc.
• May coordinate special projects that vary depending on department to which assigned.
• Performs other duties as required.

EDUCATION AND EXPERIENCE
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Graduation from high school or G.E.D. equivalent. Four (4) years of varied administrative support experience preferably involving public contact with supplemental training in administrative or secretarial skills and relevant computer software applications and programs.

Experience with agenda management (e.g. CivicClerk or similar) and enterprise content management (e.g. Laserfiche or similar) software programs in addition to transcribing meeting minutes is highly desired.

Licenses and Certifications:

• Possession of a valid California Class C driver’s license with a satisfactory driving record may be required at the time of appointment.
• Possession of or ability to obtain a valid California Notary Public Commission within one (1) year of hire date.