The Administrative Assistant functions with a high level of integrity, professionalism, and confidentiality in addition to a broad knowledge court practices and policies. The assigned work requires the use of initiative and judgment in selecting appropriate work methods, understanding, and applying detailed information and procedures requiring a high degree of accuracy and handling routine to non-routine questions, issues, complaints, and problems based on knowledge gained through experience.
Examples of Duties
The following examples are intended to describe the general nature and level of work performed by personnel assigned to this classification. Any one position in this classification may not perform all the duties listed below, nor are the duties described intended to be an exhaustive list of all duties, responsibilities and skills required of personnel assigned to that position.
Performs secretarial and administrative duties, which includes maintaining complex calendars, scheduling meetings and conferences, making travel arrangements and etc.
Prepares, types, and proofreads a variety of documents (e.g., memorandums, reports, spreadsheets, charts) from instruction, drafts, dictation, or transcripts.
Performs clerical duties such as assembling reports and documents, and processing mail; reviews mail, prioritizes items, and refers items to appropriate staff or official for appropriate action.
Proficiently operates a computer and a variety of other office equipment and demonstrates proficiency to use a variety of required software.
Coordinates, schedules, and attends meetings; prepares meeting agendas; takes and prepares meeting minutes; identifies and follows up on action items from meeting.
Answers incoming calls, personally assisting callers where possible, directs callers and visitors; takes and deliver messages.
May be assigned special project responsibility requiring independent judgment, analysis, or organizational awareness.
Reviews meeting agendas, memos, and correspondence and identifies necessary action items.
Handles sensitive confidential information appropriately including proxy to e-mail.
Minimum Qualifications
EDUCATION:
High school diploma or GED equivalent.
SUBSTITUTION
Twelve (12) units of college level secretarial or business education may substitute for six (6) months of experience. Twenty-four (24) units of college level secretarial or business education may substitute for one (1) year of experience. Note: To receive substitution credit, a copy of your college official transcripts must be included with your application.
DESIRABLE QUALIFICATIONS
Experience supporting executives, managers or directors is highly desirableExperience taking official minutes at meetingsAbility to multi-task and perform in a fast-paced environmentStrong written and oral communicationSelf-starter and results drivenProfessional demeanor and customer service focusedAnalytical and problem solver
Benefit Highlights:
Choice of five medical plansVacation and sick leave packages13 paid holidays per yearDefined-benefit retirement/pension planTuition reimbursementOptional deferred compensation program (457)