Administrative Assistant, Senior

General Description

Our ideal candidate

You will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. You are exceedingly well organized, flexible and enjoy the administrative challenges of supporting a department in a complex and fast-paced environment. You have the ability to interact with individuals at all levels, sometimes under pressure, being proactive, resourceful and efficient, with a high level of professionalism and confidentiality. You have high level written and verbal communication skills, strong decision-making ability and attention to detail. You take ownership of tasks and responsibilities of the position. You are committed to providing the best service available to Santa Barbara County Education Office, school districts, and students.

General description

Perform a wide variety of advanced and complex office duties and administrative support functions. Employees in this position assume major responsibility for providing and maintaining current information about the County Education Office policies, rules, regulations and procedures, programs, and functions. Employees in this position maintain a high professional standard of service to others and provide overall office management support for all administrative functions of the department on behalf of the assigned manager. Individuals in this position set the tone toward the attainment of a positive, collaborative, and professional work environment for all employees.

Specific Duties and Responsibilities

Specific duties and responsibilities

Monitor and oversee the functions and efficiency of the assigned office on behalf of the assigned manager, particularly in the manager’s absence

Provide the assigned manager with input and ideas on the overall efficiency and functions of the assigned office

Provide guidance and direction to office staff to maintain a high level of productivity and efficiency

Model a high standard of professionalism and service to others

Plan, organize, perform and train others in clerical, office and administrative support functions related to the activities and operations of the assigned program, division or department

Serve as primary source of information regarding the Office and assigned program policies, procedures, standards and requirements including pertinent legal requirements and other legislative enactments as appropriate to assignment

Receive and interview callers and visitors

Provide information where independent judgment, knowledge and interpretations are utilized

Research and compile background material such as statistical and financial data and supporting information

Compile and prepare comprehensive reports, records, surveys and other documents

Coordinate and prepare materials for presentation to the County Board of Education or other entities with whom the manager communicates

Compose and prepare a variety of correspondence, memorandums reports and other documents, including material of a confidential nature

Screen mail and handle routine items requiring action, prioritizing items for manager action

Route mail to others as appropriate and process administrative details not requiring the immediate attention of the manager

Assist in budget planning and expenditure control process

Prepare and distribute meeting notices and agendas, attend meetings to record proceedings and prepare and distribute comprehensive minutes of meetings

Assist with planning and coordinating training events including maintaining training schedules, tracking and monitoring enrollment and attendance, and resolving issues

May require travel on an occasional or regular basis for events, meetings, and activities

Establish and maintain a wide variety of manual and computerized files and records including but not limited to records of various state and federal projects

Maintain confidential information and records, including mailing lists and emergency contact information

Coordinate and monitor ordering, inventory and distribution of office supplies and forms for the assigned program

Prepare purchase orders and process invoices

Assist with maintaining highly confidential information including staff leave of absence information, employment and pay information

Prepare and maintain calendar of activities, meetings, and events including scheduling appointments, conferences and meetings

Arrange travel accommodations and process travel claims

May assist with updating and maintaining web pages

Operate a variety of office machines such as typewriter, personal computer, terminal, printer, fax machine, calculator, copier and specialized equipment common to assigned program or office

May direct, train and provide input for the evaluation of clerical support staff

May require travel on an occasional or regular basis for events, activities, and meetings

Perform other job related duties as assigned

Requirements

Education: Graduation from high school supplemented by evidence of business or office courses or administrative support experience

Experience: six years of increasingly responsible administrative support experience preferably in a public education setting

Knowledge and skills

Modern office practices, procedures and equipment

Advanced administrative procedures

Personal computers and industry standard software applications including Microsoft Office, Filemaker, Escape, advanced Excel, and other software programs pertinent to the functions of the assigned department

Telephone techniques and etiquette that provide a high professional standard of service to others and demonstrate a calm and patient demeanor

Statistical and financial record-keeping as well as basic statistical analysis

Correct English usage, grammar, spelling, punctuation and vocabulary

Advanced oral and written communication skills

Principles of training and providing work direction that promotes high standards, professionalism, collaboration, and a positive work environment

Advanced interpersonal skills promoting an environment of respect while using tact, patience and courtesy

Abilities

Promote a high standard of professionalism and a positive, healthy work environment

Quickly acquire knowledge of County Education Office organization, operations, policies and objectives

Interpret, explain and apply laws, rules, regulations and policies with relationship to the assigned program or office

Analyze situations accurately and adopt an effective course of action

Understand and follow oral and written directions

Communicate at an advanced professional level both orally and in writing

Demonstrate keyboarding/typing skills and speed as required by the assignment

Establish and maintain efficient office procedures, record keeping, and filing systems

Plan, organize, coordinate and prioritize assigned tasks to successfully meet time lines

Establish and maintain effective and collaborative working relationships

Train and provide work direction to others

Maintain records and prepare reports

Work independently with little direction

Work confidentially with discretion

Licenses and Certificates

Some positions in this classification may require:

Valid California Class C Driver’s License and insurance coverage as required by law.

Enrollment in the California Department of Motor Vehicles Government Employer Pull Notice Program as a condition of employment.

Working conditions

Work is performed primarily indoors with minimal exposure to health and safety hazards.

Supplemental Information

Classified salary ranges have 26 steps (A-Z). Initial salary placement for new hires is between steps A and J, based on qualifications.

Click here for an Overview of Our Application & Selection Process.

RECRUITMENT INFORMATION:

• All applicants who meet the minimum qualifications will be invited to participate in the examination process for the position.

• The examination process may include one or more of the following: written, oral, and performance examination.

• Candidates must pass all parts of the examination process to be placed on the eligibility list. Final score will determine the candidate's rank on the eligibility list.

• A candidate in the top three ranks (including tie scores) on the eligibility list may be considered for hire; when there are multiple vacancies in the same job classification, additional ranks will be considered.

• This recruitment is Dual Certification, meaning it is open to all applicants, including current SBCEO employees and those from the general public. Dual certification results in one integrated eligibility list based on rank.

• Eligibility lists are generally valid for six months; promotional eligibility lists are valid for one year. Lists may be exhausted prior to the original expiration date, or they may be extended with the approval of the Personnel Commission.

• If you require an accommodation for any step of the application and selection process, please notify Human Resources by the application deadline date (or as soon as possible for an open continuous recruitment).

• Veterans' Preference Points: This recruitment is eligible for veterans' preference points for qualifying veterans.

Non-Discrimination Policy Statement

For purposes of this policy, employees include job applicants, interns, volunteers, and persons who contracted with SBCEO to provide services, as applicable.

No SBCEO employee shall be discriminated against or harassed by any coworker, supervisor, manager, or other person with whom the employee comes in contact in the course of employment, on the basis of the employee's actual or perceived race, color, ancestry, national origin, age, religious creed, marital status, pregnancy, physical or mental disability, medical condition, genetic information, veteran or military status, sex, sexual orientation, gender, gender identity, gender expression, or association with a person or group with one or more of these actual or perceived characteristics.

SBCEO prohibits discrimination against employees on the basis of reproductive health decision making, defined as a person's decision to use or access a particular drug, device, product, or medical service for reproductive health.

SBCEO does not discriminate against employees on the basis of immigration status, unless there is clear and convincing evidence that SBCEO is required to do so in order to comply with federal immigration law.