CLACKAMAS COUNTY

CLASSIFICATION NO. 025
Revised:  10/73, 03/91, 07/96
FLSA:  Non-Exempt
EEO:  5

ADMINISTRATIVE ASSISTANT

CLASS CHARACTERISTICS

Under general supervision, to perform varied administrative projects and assignments for a County director or manager; to develop, recommend and implement administrative and office management policies and procedures; to assist in budget preparation and control; and to do other work as required.

DISTINGUISHING CHARACTERISTICS

The Administrative Assistant is used by County departments for positions which provide paraprofessional administrative support to an individual County manager, generally the director of a department or large division.  Administrative Assistant positions relieve the manager of routine administrative details and conduct research or studies to assist the manager in developing and meeting immediate and long range fiscal and operating goals.

The Administrative Assistant differs from the Office Supervisor which has office management and full supervisory responsibilities for various office and/or technical support personnel assigned to functional areas; and from the Administrative Analyst series which is oriented to planning and evaluating administrative, fiscal and operational systems and policies.

TYPICAL TASKS

Duties may include but are not limited to the following:

  1. Assists director/manager with administrative duties; provides administrative support to other managers as needed to coordinate work flow; represents and acts on behalf of management at various meetings and conferences; prepares, compiles or edits reports and other materials for use in operational planning and processes, and public meetings; manages calendar and scheduling of various appointments, meetings and conferences.
  2. Establishes, analyzes, revises and recommends administrative, office and general fiscal procedures, systems and work flow processes; monitors activities to ensure conformance with adopted department/division work plans; analyzes existing methods and recommends improvements to practices and procedures, and to coordinate department/division functions; develops and maintains operating or procedures manuals.
  3. Compiles and analyzes data and prepares regular and periodic reports to assist in the evaluation of operations and services or to document compliance; conducts surveys and researches source documents; maintains computerized data bases; performs statistical analyses; reviews reporting requirements and technical materials.
  4. Acts as liaison to County’s centralized human resources administration; researches personnel rules, issues and processes to provide information to department/division management and staff; under direction, prepares sensitive correspondence regarding discipline, grievances and discharge; completes forms and monitors personnel processes for compliance with County policies and procedures; completes and audits department/division payroll time sheets for reporting errors; applies staff time to appropriate budget/project numbers; develops and maintains department/division employee records.
  5. Prepares, assembles and/or coordinates annual and supplemental budget documents within established budgetary and operational regulations and guidelines; gathers and compiles budget information from management staff; prepares budget adjustments and recommendations, including analyzing and/or estimating resources and needs; administers budget line items as assigned; monitors budget requests, expenditures and revenues for accuracy and appropriate budget accounts; maintains internal fiscal records.
  6. Participates in the administration and preparation of contract documents, grant applications and bid materials; provides administrative review of vendor/contractor performance to ensure compliance with contract provisions and timelines; prepares, reviews and/or coordinates required paperwork to ensure inclusion of current information and required documentation; maintains inventory of supplies; acts as liaison to vendors in researching purchase options and resolving problems.
  7. Provides centralized control for response to customer service issues; clarifies, resolves or assigns public inquiries and complaints to appropriate personnel for resolution; conducts follow-up investigations on unresolved complaints; provides information and prepares and edits written materials regarding department/division services, activities, programs, projects and personnel; interprets relevant policies, procedures, laws and regulations.
  8. May train, schedule and lead the work of support staff; assigns and reviews work; may participate in the hiring of staff and/or preparing performance evaluations.

For positions designated as non-represented, duties may also include:

  1. Supervises the work of support staff; interviews and selects new employees; prepares and conducts performance evaluations and disciplinary actions; responds to employee discipline problems and grievances; conducts and/or facilitates staff training and development programs; approves absences and overtime.
  2. Participates in collective bargaining process with management negotiating team; attends bargaining sessions and maintains written record; recommends issues to be addressed through negotiations; reviews and analyzes contract language proposals for impact of costs and implementation.

REQUIRED KNOWLEDGE AND SKILLS

Working knowledge of: Principles and procedures of office management and administration; fiscal monitoring and planning methods; governmental budgeting techniques and procedures; research techniques and procedures; standard office equipment, including computer systems and software programs such as word processing and spreadsheets; public relations techniques and concepts; English spelling, punctuation, grammar and composition; math, including statistical calculations; principles and techniques of supervision and training; basic public relations techniques.

Skill to: Organize and maintain office/administrative systems and procedures; understand, interpret and apply County and department policies and procedures, and technical materials; communicate effectively, both orally and in writing; compose correspondence requiring a high degree of initiative and judgment; conduct independent research; define administrative problems and recommend and implement solutions; collect, evaluate and summarize data; prepare and present clear and concise reports; establish and maintain effective working relationships with County employees and officials, contracted service providers, other governmental agencies, citizen groups and the public; operate office equipment, including computers; lead or supervise the work of assigned staff.

OTHER REQUIREMENTS

Positions within the County's Criminal Justice agencies must successfully pass an extensive background investigation which may include national fingerprint records check; Some positions within Non-Criminal Justice agencies must successfully pass a criminal history check which may include national or state fingerprint records check.

All positions within the County's Criminal Justice agencies must pass a pre-employment drug test.

Driving may be necessary for County business.  For position(s) with occasional/incidental driving, incumbents must possess a valid driver's license.  Accommodation requests for an acceptable alternative method of transportation will be reviewed on an individual basis in compliance with State and Federal legislation.  For position(s) with regular driving, incumbent(s) must also possess and maintain an acceptable driving record throughout the course of employment.

MINIMUM RECRUITING STANDARDS

Any satisfactory combination of experience and training that demonstrates possession of the required knowledge and skills.