ADMINISTRATIVE ASSISTANT AIDE, I, II, III
 

DEFINITION:
Classes in this series perform a wide variety of clerical duties in all county departments ranging from sorting, filing, reception, and customer service duties to specialized clerical and technical administrative support duties; do other related work as required. This is a career advancement series. Incumbents within the series are considered for promotion to a higher class based upon demonstrated progressively responsible job assignments, performance, and the knowledge, skills and abilities needed for the more difficult and complex duties of the higher class within the series.

TYPICAL TASKS:
Performs varied clerical, technical, specialized or difficult administrative support work; may use database, word processing or spreadsheet software programs and other applications; reviews, analyzes and processes legal documents, property records, and forms; conducts transactions with the public and other employees requiring interpretation of laws, procedures, policies, and rules; may enter data directly into computer systems; may work on affidavits, registrations, nominating petitions, and campaign statements; may accept, review and process documentation filed for legal recordation; compiles, reviews or prepares and edits materials for reports, statements and records; may compose and present various statistical reports, correspondence and documents; answers inquiries relating to departmental or County policies and procedures; performs computations for fines, bills, vouchers and claims; may post and balance source documents to journals and ledgers; gathers data; prepares and/or transcribes a variety of reports within established guidelines; may transcribe from dictating equipment; performs reception and administrative support activities which include assisting customers to gain access to departmental services; answers telephones, screens and directs calls, and refers to appropriate individuals; and does other related work as assigned.

DISTINGUISHING CHARACTERISTICS:
Administrative Assistant Aide: This is the entry level of the Administrative Assistant series. Incumbents, under close supervision and after initial training are expected to perform a variety of clerical and administrative support tasks; orientation and training will include learning departmental organization, basic rules, regulations, policies and procedures and performance expectations; operate a variety of office equipment including specialized computer systems.

Administrative Assistant I: Incumbents, under supervision, are expected to perform all of the above; plus: work with more independence, demonstrate increasing levels of job knowledge and responsibility; assume responsibility for complex or technical functions within their assigned unit; exercise initiative and independent judgment in applying laws, rules, regulations, policies and procedures.

Administrative Assistant II: Incumbents, under supervision, are expected to perform all of the above; plus, perform the more difficult, complex and technical work; demonstrate proficiency in all aspects of the unit assignment; use independent decision making skills to analyze and resolve non-routine problems; to perform assignments without specific instructions or direct supervision. This class is the journeyworker Administrative Assistant level and is distinguished from Administrative Assistant I by the increased job knowledge, responsibility, initiative and judgment required for completion of assignments; may temporarily direct a small to medium-sized branch library, or other work group, during the temporary absence of supervisory staff.

Administrative Assistant III: Incumbents, under general supervision, are expected to perform all of the above; plus, assist other staff with questions and assist the supervisor; may act in supervisor's absence as required; may be assigned limited technical and para-professional duties under direct supervision; may be assigned to clerk less complex meetings. This class is the advanced journey level Administrative Assistant level and is distinguished from the lower levels of the series by the requirement for increased job knowledge, proficiency, increased responsibility, initiative, and judgment; assignments may require performing lead worker responsibilities and/or training functions.

EMPLOYMENT STANDARDS:

Knowledge of:
Administrative Assistant Aide: Appropriate desk and telephone etiquette; basic oral and written communications skills; basic math; and basic keyboard techniques.

Administrative Assistant I: All of above, plus; modern office practices and procedures; correct English usage, grammar, punctuation and spelling; proper use of common office machines; automated office equipment; letter and report styles and formats; departmental organization; basic rules, regulations, policies and procedures in the assigned unit; the functions of specialized computer systems; performance standards for their assignment.

Administrative Assistant II/III: All of the above, plus; complex or technical functions, laws, rules, regulations, policies and procedures relating to assigned unit.

Ability to:
Administrative Assistant Aide: Learn to perform clerical functions such as typing, filing, distributing mail; follow oral and written instructions; deal with the public tactfully and courteously; establish and maintain effective working relationships.

Administrative Assistant I: All of the above, plus: maintain a calm, professional demeanor; communicate effectively with others from diverse socioeconomic and cultural backgrounds; communicate verbally and in writing in a clear and professional manner; maintain accurate records; grasp new concepts and learn new tasks quickly; make basic mathematic calculations, properly utilize modern office equipment; make decisions regarding basic procedural matters without immediate supervision; understand complex rules and regulations and apply them in situations including those requiring the highest standards of confidentiality; prioritize multiple assignments to meet deadlines.

Administrative Assistant II: All of the above, plus: work independently with minimal supervision; recognize priorities and act with initiative; interpret and apply laws, rules, and written instructions in specific situations; keep complex records and/or statistics; analyze and make recommendations based on good judgment, standard practices, policies, and established procedures.

Administrative Assistant III: All of the above, plus: use independent decision making skills to analyze and resolve non-routine problems; participate in training new staff; based on assignment, act as a lead worker; assist other staff with questions.

EDUCATION/EXPERIENCE:
All Levels: Graduation from high school or possession of a G.E.D. certificate at the time of employment. Possession of either a Certificate of Proficiency in secretarial, clerical, or library studies or possession of a paralegal certificate from an accredited institution will substitute for up to one year of the general clerical experience.

Administrative Assistant Aide: No experience required. Must possess aptitude and interest in clerical, administrative support work.

Administrative Assistant I: Either A: Six months of experience performing duties comparable to Administrative Assistant Aide, Or B: One year of general clerical experience including word-processing/computer experience.

Administrative Assistant II: Either A: One year of experience performing duties comparable to Administrative Assistant I. Or B: Two years of experience performing a wide variety of clerical and administrative assistant duties including word-processing/computer experience.

Administrative Assistant III: Either A: One year of experience performing duties comparable to an Administrative Assistant II. Or B: Three years of experience performing a wide variety of clerical and administrative assistant duties including word-processing/computer experience.

LICENSE/CERTIFICATION:
Some positions may require possession of a valid Class C California driver's license. Certain job assignments may require typing speed certification at a particular level, depending on job duties.

BACKGROUND INVESTIGATION:
Some positions may require a background investigation, which may include a computerized voice stress analyzer and psychological evaluation.

SPECIAL SUBCLASS RECRUITMENT:
Recruitment for Administrative Assistant positions may be conducted according to the department in which a vacancy exists and the special requirements for each position. For subclass recruitments, experience requirements may be broadened to include experience outside of public or governmental agencies. For positions involving library, property transfer, legal procedures, legal terminology, or related fields, specific experience in library services, real estate, a legal office, filing and indexing of legal documents, or closely related fields may be required.

OTHER CONDITIONS OF EMPLOYMENT:
Incumbents in the Elections Division of the Clerk-Recorder's Office must work irregular hours during election preparation and will be required to work election night.

This class specification generally describes the duties and responsibilities characteristic of the position(s) within this class. The duties of a particular position within a multi-position class may vary from the duties of other positions within the class. Accordingly, the essential functions of a particular position (whether it be a multi-position class or a single-position class) will be identified and used by medical examiners and hiring authorities in the selection process. If you have any questions regarding the duties or the working conditions of the position, please contact the Personnel Department at (805) 781-5959.

Adopted: 04-25-01
Revised: 02-19-03

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