*** MUST APPLY ONLINE ***

Field of Competition: Dual Certification - This recruitment will result in a single eligibility list, with promotional candidates given a maximum five (5) seniority points (depending on the years of service, at a rate of one point/year).  Seniority points are ONLY awarded to the total - final score, and do not impact cut-off scores for exam parts.  

SUMMARY OF DUTIES
Under general supervision, performs a wide variety of administrative and clerical duties for a Director level, administrative and/or management personnel designees at the Department level; assists with budget, prepares reports, supervises and evaluates other clerical staff and performs special projects. 

REQUIRED DOCUMENTS: (applies to both promotional and external applicants)

• Proof of education:
  • For college education - applicants must submit official or unofficial transcripts
  • For high school - a copy of diploma, or transcript, clearly indicating graduation date
  • For GED - Copy of official record, indicating successfully passing
• Valid Class C California Driver License

*Unit/Degree verification (including equivalency of foreign degrees) must be submitted with the online application as an attachment in the form of unofficial transcripts.  Equivalence of foreign degrees must have been reviewed and verified by a regionally accredited foreign degrees review agency.  

Please note: Resumes are not required and are not reviewed in lieu of your application; therefore, ensure your application is complete. 
 
*All required documents MUST be submitted electronically at the time your application is submitted.

VACANCY INFORMATION

• One (1) confirmed job vacancy – 100% (12 months per year, 5 days per week; 8 hours per day)

EXPERIENCE:  Four (4) years of responsible administrative or higher level clerical full-time experience, including two (2) years in a lead or supervisory capacity;

EDUCATION:  AA degree or equivalent of sixty (60) semester units of college courses in business administration, office administration or related field.

EQUIVALENCY:  Additional responsible administrative or higher level clerical experience may be substituted for all or part of the required AA degree or equivalent of sixty (60) semester units on the basis of one (1) year of full-time experience being equal to thirty (30) semester units of college courses in business administration, office administration or related field. If substituting experience for education, a minimum of a high school diploma or GED equivalent is required.  

SPECIAL LICENSE OR LANGUAGE SKILLS:

• A valid Class C California Driver's License
• Use of private or alternative means of transportation may be required.
• The ability to speak, read and write a language in addition to English, such as Spanish or Armenian, and the ability to take and transcribe dictation, is desirable.

PHYSICAL REQUIREMENTS:

Employees must be physically and mentally able to perform the essential duties of a position with or without reasonable accommodation and without hazard to themselves or others.

• Coordinates, monitors and may initiate special projects;
• Informs administrator of progress and problems;
• Assists with budget preparation and expense and revenue reporting, analysis and tracking;
• Collects and analyzes data;
• Prepares a variety of reports and documents including in Excel spreadsheet and PowerPoint form;
• Ensures work flow efficiency and develops procedures for efficient work flow;
• Assists in solving operational or procedural problems;
• Supervises and evaluates other clerical staff;
• May serve as member on various organizational committees;
• Communicates information, advice and instructions as an agent for the administrator;
• Relieves administrator of routine administrative duties;
• Makes surveys, evaluates materials, equipment, clerical methods, and workload statistics;
• Composes routine and special reports;
• May initiate special projects;
• Conducts research for administrator;
• Evaluates new technologies and equipment for possible implementation;
• Reports status on department activities and projects to administrator;
• Maintains department administrator's schedules and schedules facilities for meetings and presentations;
• Performs clerical duties;
• Performs related duties as assigned.

Knowledge of:

• Organizational principles and procedures;
• Research techniques;
• Basic principles of management, including supervision and evaluation;
• Oral and written communication skills;
• Record-keeping and report writing techniques;
• Mastery of correct English usage, grammar, spelling, punctuation and vocabulary;
• Word processing, spreadsheet, database, and presentation software applications
• Operation of a personal computer and mastery in Microsoft Office -  Word, Excel, and PowerPoint
• Modern office practices, technology and procedures
• Mastery with key Department educational software tools;
• Basic budgetary and expense tracking and reporting principles. 

• Perform specialized administrative assistance duties to support an administrator;
• Analyze and interpret rules and policies;
• Supervise and evaluate staff;
• Maintain and organize a variety of files, records, and logs;
• Plan and organize work;
• Compose clear, concise reports and recommendations;
• Compose memos and correspondence;
• Perform administrative and clerical duties;
• Accurately type, format and edit keyboarded materials using standard computer hardware and software.
• Stay up to date on changes in processes, practices, and technologies.
• Efficiently use modern office technology, equipment and applications
• work independently with little direction;
• meet schedules and time lines;
• work confidentially with discretion;
• analyze situations accurately and adopt an effective course of action;
• communicate effectively both orally and in writing;
• train and provide work direction to others;
• work effectively with all levels of personnel;
• maintain sensitivity to ethnic, religious, cultural and sexual differences.

APPOINTMENT

Employees who receive a regular appointment to the class must serve a probationary period of one year of paid service.  During this period, an employee must demonstrate an overall satisfactory level of performance; failure to do so shall result in the employee's termination without right of appeal.

Pay is based on actual hours worked.