This is the advanced journey-level class in the administrative assistant series. Incumbents perform a wide variety of specialized technical and administrative support work for an assigned supervisor or manager. Responsibilities include performing specialized, confidential, and technical administrative support duties for the assigned department to ensure efficient service provision. The work requires the interpretation and application of policies, procedures, and regulations and performing various research and budgetary support functions. This class is distinguished from other office administrative classes in that the nature, scope, and diversity of responsibilities originating at this level requires a broader understanding of Commission programs and the capability of relieving the assigned supervisory and management staff of day-to-day office administrative and coordinating duties.
Examples of Essential Job Functions:
- Assists in a variety of department and program operations; participates in analyzing, implementing, and monitoring department and/or agency-wide programs; coordinates, oversees, monitors, and participates in special projects, assignments, and activities; maintains control files and logs on matters in progress and expedites their completion; serves on special committees or task forces as assigned.
- Relieves assigned supervisor of a variety of administrative details by assisting with duties of an advanced, complex, and sensitive nature; plans, organizes, and carries out administrative assignments and special projects related to assigned department, including assisting with budget preparation, planning, and implementation; recommends organizational or procedural changes affecting support activities; recommends improvements in work flow and procedures.
- Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
- Develops, composes, types, edits, and proofreads a variety of complex documents, including forms, memos, administrative, statistical, financial, and staff reports, and correspondence for supervisor and department staff; inputs and retrieves data; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections to drafts.
- Drafts news releases, public service announcements, fact sheets, flyers, newsletters, articles, brochures, technical reports, and other written materials for use in community outreach programs and media relations initiatives.
- Verifies and reviews forms, applications, and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
- Directs and participates in implementing the department’s records management procedures in accordance with the requirements of the Commission’s records management program.
- Prepares and processes reports, forms, applications, and records, such as Housing Authority agenda items, requests for payments, personnel records, grant applications, loan applications, legal documents, bid packages, requests for proposals, contracts and agreements, reimbursement requests, and other confidential and sensitive documents.
- Participates in the preparation of department and/or program budget; monitors budget expenditures and revenues; initiates department purchases for office supplies and other items as assigned; oversees maintenance of office and telecommunications equipment and coordinates repair with vendors; authorizes payment of invoices.
- Provides information to the public and outside agencies by phone or in person to ensure compliance and an understanding of department and Commission programs, policies, and procedures; listens to questions and interprets and applies regulations, policies, procedures, systems, rules, and precedents according to existing guidelines; responds to inquiries and complaints or refers to the appropriate department source; coordinates or resolves problems of a moderate nature when appropriate.
- Coordinates travel arrangements and accommodations for department personnel and submits all related paperwork; schedules and coordinates staff training; maintains calendars and makes meeting arrangements; schedules meetings between Commission staff and other staff or outside groups or organizations; arranges for necessary set-up and materials to be available at meetings.
- Performs other financial and accounting related duties, including receiving payments and reconciling them with purchasing orders, tracking vendor and invoice information, assisting with price quotes, purchase and expenditure requests, and purchase orders.
- May provide support to Commission boards, committees, or task forces including coordinating and scheduling meetings, appointments, and speaking engagements; reserving meeting rooms; maintaining reports; compiling and distributing agenda packets; attending meetings; formatting and distributing minutes; and following-up on decisions as required.
- May train assigned staff to ensure office work flow is maintained and goals are met; assigns work according to changes in workload priorities; evaluates office and administrative functions to recommend changes in office procedures; may evaluate the performance of staff.
- Coordinates and integrates department services and activities with other Commission departments and outside agencies.
- Operates a variety of standard office equipment.
- Performs other duties as assigned.
- Practices and methods of office management and administration, including the use of standard office equipment.
- Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
- Principles and procedures of record-keeping and reporting.
- Principles and practices of data collection and report preparation.
- Business letter writing and the standard format for reports and correspondence.
- Business mathematics and basic statistical techniques.
- Modern office practices, methods, and computer equipment and applications related to the work.
- English usage, grammar, spelling, vocabulary, and punctuation.
- Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Commission staff.
- Train, plan, organize, schedule, assign, review, and provide feedback to assigned staff.
- Perform responsible administrative support work with accuracy, speed, and general supervision using tact and discretion.
- Maintain confidentiality and be discreet in handling and processing confidential information and data.
- Interpret, apply, and explain applicable Federal, State, and local laws, rules, regulations, policies, and timelines, as well as complex administrative and departmental policies and procedures.
- Participate in the preparation of department budget, including gathering and analyzing data related to expenditures and projected charges and monitoring budget expenditures and revenues.
- Understand the organization and operation of the Commission and of outside agencies as necessary to assume assigned responsibilities.
- Compose correspondence and reports independently or from brief instructions.
- Understand and carry out complex oral and written directions.
- Research, analyze, and summarize data and prepare accurate and logical written reports.
- Make accurate arithmetic, financial, and statistical computations.
- Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
- Establish and maintain a variety of filing, record-keeping, and tracking systems.
- Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
- Operate and maintain modern office equipment, including computer equipment and specialized software applications programs.
- Use English effectively to communicate in person, over the telephone, and in writing.
- Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
- Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.
Education and Experience:
Equivalent to the completion of the twelfth (12 th ) grade supplemented and six (6) years of responsible secretarial experience, including some lead and/or supervisory experience. Additional specialized secretarial or clerical training is desirable. Licenses and Certifications:
Possession of, or ability to obtain, a valid California Driver’s License by time of appointment.
San Diego Housing Commission - 10 months ago