CLASS SERIES TITLES:

Administrative Assistant I / II
Administrative Assistant I / II - Restricted

Performs a variety of responsible administrative and clerical/secretarial duties in support of day-to-day clerical/office or work units of the Santa Clara County Office of Education. Employees in this alternate class series are assigned to lower and middle level managers and receive general to limited supervision with a framework of standard policies and procedures.

Administrative Assistant I: This job class performs a variety of responsible tasks and details from initiation of a relevant procedure to its completion. Employees in this classification are characterized as entry-level clerical/secretarial support and possess general knowledge of office methods, principles, and practices.

Administrative Assistant II: This job class performs a wide variety of complex and responsible clerical/secretarial and operational support functions. Employees in this classification are characterized as journey level clerical/secretarial support and possess intermediate knowledge of office methods, regulations, and procedures. This job class requires the use of initiative, problem solving skills, and independent judgment.

This alternate class series consists of Administrative Assistant I and Administrative Assistant II. Employees may be hired in either level depending on their level of knowledge, abilities, and skills. Employees initially hired in the Administrative Assistant I (entry-level) classification are expected to be reassigned to Administrative Assistant II (specialist level) upon completion of a two-year period that includes demonstration to perform clerical/secretarial and operational support functions of a wider and complex nature using initiative, problem-solving skills, and independent judgement.

The Administrative Assistant I and Administrative II job classes are distinguished from the higher classifications of Administrative Assistant III-Office Coordinator and Administrative Assistant IV in that employees in the latter classes exclusively provide responsible administrative/secretarial support to, and receive limited supervision, from a department head or senior administrator. The higher administrative assistant classes are further distinguished by their advanced use of discretion, initiative, problem-solving skills, and independent judgement.

TYPICAL DUTIES (Duties may apply to Administrative Assistant I/II classifications in varying degrees of importance, frequency, or prioritization.)

• Performs a wide variety of clerical/secretarial, and operational support activities
• Verifies, compiles, and records a variety of data/information related to assigned the County Office program, department, or work unit
• Exercising independent judgment relieves the manager of routine actions not requiring their immediate attention
• Prepares a variety of material such as interoffice communications, correspondence, requisitions, forms, statistics, curriculum projects, instructional materials, specifications, and reports of a routine or special nature
• Effectively uses word-processing, database, and spreadsheet software application programs in the course of assigned duties
• Maintains records of expenditures, maintaining and monitoring budget accounts, records, and cumulative balances for designated budget categories
• Acts as office receptionist; answering telephones, making reservations and appointments, receiving and responding to all levels of staff and the general public providing information and assistance whenever possible.
• Maintains, compiles, prepares, and submits attendance records and reports for payroll processing purposes
• Arranges and schedules a variety of meetings; notifying participants, confirming dates and times, reserving meeting sites, and preparing materials needed at the meetings
• Attends and participates in meetings; may take, transcribe, and distribute as directed
• Maintains accurate and detailed calendar of events, due dates, and schedules related to the assigned work unit or program and its services to ensure proper tasks and activities occur as scheduled
• Orders materials, supplies and equipment upon approval; maintains records of purchase orders; invoices and expenses to date, and inventories and logs same as they arrive
• Prepares reports from data compiled and records kept as it relates to the assigned work unit or program
• May receive and process information of a confidential nature; ensures such information is maintained in strict confidentiality
• Receives, opens, and distributes incoming and outgoing mail; initiates and/or transmits inter-office memos, notices
• Establishes and maintains a variety of records, logs, and filing systems pertaining to area(s) of responsibility
• Receives, reviews, and verifies documents, records and forms for accuracy, completeness, and conformance to applicable rules, regulations, policies, and procedures
• Coordinates assigned office functions and details with other departments/units as necessary
• Develops or assists in the development of forms, worksheet, and record-keeping systems for the collection, dissemination, and maintenance of needed information for specialized programs within assigned unit
• Assists other support staff with assigned functions as needed; may oversee and direct the work of temporary support staff or student assistants
• Operates standard office equipment including a microcomputer, typewriter, calculator, fax machine, copier, printer, and other related peripheral equipment
• Effectively use word-processing, database, and spreadsheet software application programs in the course of assigned duties
• Performs related duties as required.

Knowledge of:

• Modern office principles, practices, methods, and equipment
• Proper telephone techniques
• Proper business letter formats, report writing, record keeping, and filing systems
• Word processing, database, and spreadsheet software applications
• Microcomputer operations
• Proper English usage, grammar, punctuation, spelling, and vocabulary

Ability to:

• Learn the operations, procedures, policies, and requirements of the assigned work unit or program and effectively apply them with good judgment in a variety of procedural situations
• Perform a variety of clerical/secretarial duties with speed and accuracy
• Understand and carry out a variety of oral and written instructions
• Perform mathematical calculations accurately
• Establish and maintain a variety of records and filing systems
• Prepares a variety of interoffice communications, correspondence, requisitions, forms, statistics, curriculum projects, instructional materials, specifications, and reports of a routine or special nature
• Prioritize and appropriately schedule assignments or tasks to meet established deadlines
• Operate a variety of standard office equipment including, but not limited to, a microcomputer, typewriter, calculator, fax machine, copier, and printer
• Effectively use word-processing, database, and spreadsheet software application programs in the course of assigned duties
• Communicate effectively and tactfully in both oral and written form
• Keyboard/type accurately at a corrected speed of 40 net words per minute (Administrative Assistant I) and 50 net words per minute (Administrative Assistant II)
• Establish and maintain effective work relationships with those contacted in the performance of required duties

May require:

• Some positions may require the ability to speak, read, and/or write in another language other than English as designated by the County Office of Education

Administrative Assistant I: Generally, any combination of training and experience that provides the required knowledge, abilities, and skills is qualifying. A typical method of demonstrating these qualifications would be: one year of clerical/secretarial experience or successful completion of an administrative assistant, office management, or secretarial training program.

Administrative Assistant II: Generally, any combination of training and experience that provides the required knowledge, abilities, and skills is qualifying. A typical method of demonstrating these qualifications would be: two years of clerical/secretarial experience or one year of clerical/secretarial (equivalent to Administrative Assistant I) experience complemented by successful completion of a administrative assistant, office management, or secretarial training program.

Bargaining Unit: Office, Technical, and Business Services (OTBS) Unit
Personnel Commission Approval: July 5, 2000
Revised: February 22, 2001, May 22, 2003 (Added Restricted Class)