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Purpose of Classification:
The purpose of this classification is to provide specialized administrative support to a large department or division manager as assigned. Incumbents in this classification perform work which requires a broader knowledge and comprehension of department techniques, information, methods, and organizational procedures with moderate latitude for judgment.
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Provides administrative support to management and/or staff of assigned department/division: relieves management and staff of routine administrative tasks; screens telephone calls, mail, and other communications and initiates appropriate action/response; types, composes, types, edits, or proofreads correspondence on behalf of management; records and/or transcribes correspondence, statements, minutes, or other information; and keeps management informed of significant matters, messages, documentation, or other information.
Serves as liaison between the assigned department and other departments/divisions, staff members, County officials, the public, community leaders, outside agencies, or other individuals or organizations: distributes and receives routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; and circulates documentation to appropriate departments.
Maintains calendar/schedule of activities for the assigned manager and/or department/division: schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; updates calendar on a regular basis; notifies parties involved of changes; and coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for department management or other staff.
Coordinates arrangements for various meetings: notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; coordinates room reservations, setup, refreshments, and equipment required for meetings; attends meetings; records and/or transcribes meeting minutes; distributes documentation; and maintains related records.
Conducts records maintenance activities: prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; and conducts records maintenance activities in compliance with guidelines governing record retention.
Researches, compiles, and/or monitors administrative or statistical data pertaining to department operations: summarizes data, performs routine data analysis, and prepares reports; and conducts research of department files, legal records, database records, electronic data sources, Internet sites, hardcopy materials, or other sources as needed.
Distributes documentation between department/staff members and internal/external individuals/agencies: operates fax machine to send/receive documentation; distributes/delivers incoming faxes, subpoenas, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; signs for and delivers incoming packages and delivers; processes outgoing mail; and copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
Types, prepares, proofreads, and/or completes various forms, reports, correspondence, lists, logs, notices, schedules, calendars, attendance records, check requests, purchase orders, requisitions, budget documents, contracts, agreements, statistical reports, incident/accident reports, work order requests, agendas, minutes, motions, ordinances, resolutions, accident/incident reports, inventory records, charts, graphs, spreadsheets, or other documents.
Processes a variety of documentation associated with department operations within designated timeframes and per established procedures; receives, reviews, records, and/or distributes documentation; logs, tracks, or maintains records regarding department activities; and files, maintains, and stores hardcopy records.
Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; scans documents into computer; verifies accuracy of entered data and makes corrections; indexes documents; and develops databases and computerized reports.
Operates a personal computer to enter, retrieve, review or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.
Communicates with supervisor, other County employees, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
Performs other related duties as required.
High school diploma or GED required; supplemented by three years of experience in administrative or clerical support in area of assignment; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.p >