Administrative Assistant III - Apidel Technologies

40 hours a Week

Shift: 7 am to 03:30 pm

Position Description:

Research and assemble moderately complex information from a variety of sources for the completion of forms or the preparation of reports. Perform various technical processing, generating, and collecting of forms, applications, permits, payments, invoices, refunds, or procedures requiring in-depth knowledge of the department\'s functions. Provide lead direction, training, and work review to administrative support staff; set priorities, assign, and monitor task completion to ensure coordination and completion of assigned work. Make arithmetical or routine statistical computations that may include payroll preparation; may serve as timekeeper and review timecards for accuracy. Answer questions and provide information to the public, outside agencies, and City staff requiring the use of judgment in the application of policies, rules, or procedures. Schedule, maintain calendars, prepare agendas, attend, and take minutes of a variety of internal and external meetings. Perform a variety of support duties related to the work unit to assist management staff in complex clerical office activities; schedule and track trainings. Assist in the administration of applicable programs as needed; assist in resolving issues and implementing necessary changes. Establish, organize, and maintain complex departmental filing systems; maintain administrative records for assigned programs. Type complex and sensitive correspondence, reports, forms, and specialized documents from drafts, notes, dictated tapes, or brief instructions; may compose routine correspondence and brief reports. Type, proofread, review, and process various documents and materials, including for accuracy, completeness, and compliance with departmental policies and regulations. Collect, compile, and enter data from computer systems, including generating reports, advising others on routine system operations, and tracking projects. May assist with tracking, monitoring, and verifying the accuracy of expenditures. Attend to a variety of office administrative details such as ordering supplies, arranging for the repair of equipment, transmitting information, and keeping reference materials up to date. May act as a receptionist, receiving, screening and directing callers, and making appointments. Review reports for accuracy and make corrections. Operate a wide variety of standard office equipment. Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service. Observe and maintain a safe working environment in compliance with established safety programs and procedures. Marginal Functions: Performs related duties as assigned. 

Skills Required Basic skills in the use of Microsoft Word. payable processing). Ability to process and integrate complex data. Ability to perform routine PRISM functions (e.g., process PARS, requisitions). Ability to maintain confidentiality and be sensitive to political issues. Experience in providing administrative support in the assigned functional area(s). Ability to establish and maintain effective working relationships with both external and internal contacts. Ability to perform data entry into CASPS and/or FAMIS in at least 3 functions (e.g., create shells, accounts Basic Math Skills. Basic skills in the use of applicable Microsoft Office Suite software. Ability to write simple documents.     

Skills Preferred

Orders goods or services and follows up/resolves discrepancies and ensures delivery. Authorizes requests for goods and services in corporate systems. Insures appropriate routing and approval of purchase requests. Maintain(s) calendars, schedules meetings, makes and cancels appointments, schedules rooms for classes, meetings, conferences, etc., coordinates audio visual, training equipment, refreshment requests. Set up schedules for internal administrative staff to insure that they are available to meet changing work needs. Composes routine correspondence on behalf of the executive/work unit head. Provides administrative support and implements procedures, may supervise others. Establishes/modifies and maintains a system for tracking the progress of work that is the responsibility of the executive/work unit head. Trains and orients new employees, provides and explains relevant policies and procedures. Composes routine correspondence on behalf of the executive/work unit head.

Explains departmental policy/procedure but does not interpret them. Responds to inquiries that require referencing a variety of sources and utilizing knowledge of the department/County operations. Keys/types complex documents (e.g., technical), proofs spelling and grammar, uses multiple software packages to prepare equations, statistics, tables and/or presentations, compiles reports from edited drafts, uses macros and templates developed by others. Performs data entry with some knowledge of department/work unit/program, manipulates screens for additional entries, generates routine reports, creates simple spreadsheets, maintains databases. Compiles routine factual/numerical reports using readily available information. Processes pay adjustments, transmits on-line T&As, regularly inputs routine PRISM entries, performs payroll functions, trains new employees on how to do on-line time. Prepares and verifies completeness/accuracy of forms/documents, provides basic new employee benefits information, explains routine personnel policies and procedures, instructs employees in proper completion of routine documents. Knowledge of standard rules and interpretations within own functional area and a working knowledge of established methods and procedures used in related areas. Significant nonstandard skill/knowledge is required involving production of an end product such as a report.     

Experience Required 

MINIMUM QUALIFICATIONS Knowledge of: Principles and practices of administrative support activities. Practices and procedures of filing systems management. Formats and materials for typed materials. Basic business arithmetic, including percentages and decimals. Correct English usage, including spelling, grammar, and punctuation. Policies, procedures, processes, and forms related to the department to which assigned. Applicable programs, processes, and workflows. Pertinent federal, state, and local laws, codes, rules, and regulations. Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Experience Preferred  Ability to: Provide training and lead direction to others. Organize, prioritize, and coordinate work activities. Read and apply laws, codes, rules, regulations, policies, and procedures. Determine appropriate communications and forms to ensure compliance with applicable regulations and procedures. Organize, research, and maintain office files. Respond tactfully and effectively with those contacted in the course of the work. Make and interpret arithmetical calculations and formulas with speed and accuracy. Compose routine correspondence from brief instructions. Use initiative and sound independent judgment within established guidelines. Maintain awareness of issues and record and communicate issues to various departments and management staff. Type or perform word processing at speed necessary for successful job performance. Collect, compile, run, and interpret pertinent reports and data. Research and resolve errors and report discrepancies . Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.     

Education Required Training

High School diploma or GED equivalency. Completion of vocational or college level course work in business administration or a related field is desirable. License or Certificate: Possession of, or the ability to obtain, a valid California drivers license.

Education Preferred   

Any combination of experience and training that would likely provide the required knowledge and skills is qualifying. A typical way to obtain the knowledge and skills would be: Experience: Two years of general clerical experience of which one year must have been at the journey level; or One year of experience with the  as an Administrative Office Assistant II. 

Additional Information  Mobility:

frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting. Lifting: frequently up to 10 pounds; occasionally up to 25 pounds. Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision. Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching. Hearing/Talking: frequent hearing and talking, in person and on the phone. Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone. Environmental: frequent exposure to noise. WORKING CONDITIONS Work is performed in a typical temperature-controlled office environment subject to typical office noise and environment. Some positions may be assigned to remote locations. Positions may require occasional overtime or weekend work and travel is rare.