Administrative Assistant

Class Title

Administrative Assistant

Class Code

4012

Salary$31\.25 \- $37\.99 Hourly

Purpose

Under general direction, performs a variety of executive and administrative support tasks for the Air Pollution Control Officer/Executive Director (APCO) and various District programs including responding to queries, coordinating schedules, arranging meetings, travel, and logistical details, preparing confidential documents and reports, answering phones, and filing; and performs other APCO support and front office duties as required.

Distinguishing Characteristics

Performs a variety of political and confidential administrative, secretarial, and clerical tasks in

support of the APCO and Administrative Services division.

Typical Duties

The duties listed below are examples of the work typically performed by employees in this class. An employee may not be assigned all duties listed and may be assigned duties that are not listed below.

• Schedules meetings and appointments for the APCO, coordinating Board members and other officials; makes room and food arrangements.
• Makes travel arrangements; works with a travel agency to arrange hotel, airline, and rental car reservations; completes necessary paperwork for reservations and conference/workshop attendance; completes forms for reimbursement.
• Performs a variety of complex administrative duties to relieve the APCO of administrative and clerical detail.
• Tracks and monitors high\-priority and high\-visibility projects and reports status to stakeholders.
• Prepares a variety of confidential documents and reports and assists with Board meeting agendas and minutes.
• Acts as a receptionist as needed; takes and transmits messages; takes and refers complaints from the public; receives and transfers calls to appropriate extension; provides general agency information and alternative telephone numbers to public callers; greets and routes office callers.
• Collects and delivers correspondence, records, and packages; stamps, sorts, and distributes incoming mail and faxes; assists with or prepares mass mailings; processes outgoing mail; copies a variety of documents on a photocopy machine.
• Types lists, memos, letters, forms, permits, reports, and other documents; makes routine checks of clerical work for compliance with specific requirements of form and content; searches records and files for data.
• Performs filing (alphabetical, numerical, chronological, and code); tracks and updates information, mailed documents, and manuals using a computer or manual system.
• Maintains documents, information, and discussion materials relating to negotiations, collective bargaining activities, and personnel matters, and maintains confidentiality regarding such matters.

Minimum Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Three (3\) years of increasingly responsible secretarial and clerical experience;
• College\-level coursework in business or related fields may substitute for up to one (1\) year of experience.
• Or any combination of training and/or experience that provides the desired knowledge and abilities.

Knowledge Of

• Scheduling.
• Document management.
• Accounts receivables and requisitions.
• District procedures and operations.
• Methods and procedures to achieve specific project objectives, coordinating with multiple parties.
• Basic research methods and procedures.
• Travel coordination.
• Telephone and office receptionist etiquette.
• Advanced\-level English grammar, spelling, and punctuation.
• Alphanumeric filing and retrieval systems.
• Office methods and clerical record\-keeping procedures.
• Computer systems and applications including Microsoft 365 Suite, PDF, travel, financial, project management, and virtual meeting software solutions.

Ability To

• Arrange and schedule appointments/meetings with public officials, industry representatives/executives, and other public agencies.
• Communicate effectively and speak clearly.
• Use tact and diplomacy when dealing with the requests, problems, and/or concerns of District staff, outside agency personnel, public officials, and/or members of the public.
• Track projects and report on their status.
• Organize and prioritize work.
• Manage workload and assignments to meet task and project objectives and deadlines.
• Review and reconcile billing statements.
• Type at a sufficient speed to perform the work.
• Perform routine clerical work.
• Establish and maintain effective working relationships with staff and the public.
• Work independently.
• Demonstrate attention to detail.

Working Conditions \& Physical Demands

Physical Requirements

• Hearing and speaking to exchange information in person or on the telephone.
• Dexterity of hands, fingers, and wrist to operate a computer keyboard and calculator.
• Seeing to read a variety of materials.
• Sitting or standing for extended period of time.
• Physical agility to lift 25 lbs to shoulder height.
• Physical agility to lift, carry, push, or pull objects.
• Traveling as needed to outside locations.

Working Conditions

• Generally clean work environment with limited exposure to conditions such as dust, fumes, odors, or noise. Computer used on a daily basis.

Other Requirements

Special Requirements

Evening and weekend work may be required.

Supervisory Responsibility

None