County of Alameda

DESCRIPTION

Under direction, to provide professional level administrative, operational and organizational services to County departments and agencies; to plan and conduct a variety of studies and inquiries; to facilitate the implementation of a wide variety of programs and projects; and to do related work as required.

DISTINGUISHING FEATURES

Administrative Specialist I/II is a flexibly-staffed class series with the work normally performed at the II level, but with initial selection possible at the I (or entry) level. Incumbents hired at the I level will be expected to gain experience and demonstrate proficiency which qualifies them to promote to the II level after the equivalent of one year full time service. Appointment at the I level will not be extended beyond one year.

Responsibilities of this broad administrative series normally encompass a variety of activities, such as planning and conducting organizational and policy studies, performing activities related to personnel, purchasing, contracting and budgeting and overseeing functions and staff in administrative services areas. Administrative Specialists may also supervise the work of a small support staff on a project or day-to-day-basis. Although the work is diverse, all positions are typically characterized by all of the following elements:

• The necessity for independent decision making;
• Project, activity and/or functional planning, oversight and evaluation;
• The ability to significantly influence departmental policies, functions or service delivery activities; and
• The limited availability or nature of supervision.

This series is distinguished from the Financial Services Specialist class series in that the primary responsibilities of the latter classes are in the areas of budget development and administration, financial analysis and projections and/or contract and grants administration, with general administrative services responsibilities being of secondary importance. It is further distinguished from Supervising Administrative Specialist which provides second- level supervision for administrative support and operations staff and functions.

EXAMPLES OF DUTIES

NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all duties listed.

1. Plans, oversees, reviews and personally performs a variety of administrative services in support of division, department or agency activities and functions.

2. Plans and conducts administrative or operational studies; determines information gathering processes; obtains required information for analysis; evaluates alternatives and makes recommendations; prepares reports and makes presentations.

3. Represents the division, department or agency and acts as liaison with other County departments, representatives of other public and private organizations, program participants and the public; serves on a variety of committees and task forces.

4. Makes revenue and expenditure projections for the unit's budget; compiles figures, prepares justifications and coordinates the budget development process; during the budget year, reviews expenditure reports, prepares internal reports and transfers funds as required.

5. Serves as the departmental personnel officer or provides support to the personnel function; interprets rules and regulations and memoranda of understanding; may direct or coordinate payroll, training, personnel recordkeeping or similar functions.

6. Coordinates purchasing activities; acts as liaison with County Purchasing; researches capital purchases and makes recommendations; ensures that proper funds are debited and invoices approved; follows up with vendors as required.

7. Administers or coordinates the administration of personal service or consultant contracts; ensures that contract provisions are met and that appropriate approvals are received.

8. Reviews a variety of documents related to the operations of the unit for conformance to program regulations and procedures; researches and makes corrections as required.

9. Interprets and applies a variety of policies, rules and regulations; provides information which may require tact and judgment to employees and others.

10. Performs such administrative tasks as modifying policies and procedures, acting as the office automation administrator, and coordinating activities of the unit with those of other departments.

11. Supervises the work of a small support staff, plans, assigns and reviews work; trains staff in work procedures; effectively recommends selection and disciplinary actions.

12. Prepares a variety of correspondence, periodic and special reports, policies, procedures and other written materials; may access varied data bases or use information from various sources to prepare such materials.

13. Maintains accurate records and files related to work performed.

14. Operates a variety of standard office equipment including a word processor and/or computer; may drive a County or personal vehicle to attend meetings.

MINIMUM QUALIFICATIONS

EITHER I: 


Experience:

Equivalent to two years of full time experience at the level of or higher than the class of Administrative Assistant in the Alameda County classified service (non-classified includes District Attorney’s Office, Hospital Authority, and the Consolidated Courts).

Completion of the Alameda County Management Academy “Management & Supervision Certificate Program” may substitute for six (6) months of the required qualifying experience.

OR II:
Education:

Equivalent to graduation from an accredited four-year college or university (180 quarter units or 120 semester units) with major coursework in business or public administration, or a field related to the work.

(Additional professional or paraprofessional administrative experience may be substituted for the education on a year-for-year basis.)

Experience:

Administrative support experience equivalent to that performed by the Alameda County classified service of Administrative Assistant is desirable.

NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.

KNOWLEDGE AND SKILLS

NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the "Examples of Duties" section of this specification.

Knowledge of:

· Principles of public administration.
· Practices and techniques of administrative analysis and report preparation.
· Computer applications related to the work.
· Budgetary and financial record keeping techniques.
· Office administrative practices and procedures, including records management and the operation of standard office equipment.
· Basic supervisory principles and practices.
· Basic public personnel, purchasing and contract administration practices.

Ability to:

· Plan and conduct administrative, organizational and operational studies.
· Research, compile and summarize varied information, evaluate alternatives and reach sound conclusions.
· Interpret, explain and apply complex policies, regulations and procedures.
· Plan, assign and review the work of a small staff on a project or day-to-day basis.
· Prepare clear and accurate reports, correspondence, procedures and other written materials.
· Represent the department and the County in meetings with others.
· Organize and prioritize work and meet critical deadlines.
· Maintain accurate records and files.
· Exercise sound independent judgment within established policies and guidelines.
· Establish and maintain effective working relationships with those contacted in the course of work.

Licenses: Specified positions may require possession of a valid California driver's license.

CLASS SPEC HISTORY

AM:jc
Admin. Study
12/93 Rev. 3/94
Formerly: Y:\1226H.WPF 0218.doc
new doc name: 0218-0219.DOC
VS:co:02/23/00
co:03/15/00
co updated: 4/20/00
CSC Date: 3/15/00
MH: cs 10/14/08
CSC Date: 10/22/2008

BENEFITS

Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being.  These benefits include but are not limited to*:

For your Health & Well-Being

• Medical – HMO & PPO Plans
• Dental – HMO & PPO Plans
• Vision or Vision Reimbursement
• Share the Savings
• Basic Life Insurance 
• Supplemental Life Insurance (with optional dependent coverage for eligible employees)
• Accidental Death and Dismemberment Insurance 
• County Allowance Credit
• Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
• Short-Term Disability Insurance
• Long-Term Disability Insurance
• Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services
• Employee Assistance Program

For your Financial Future

• Retirement Plan - (Defined Benefit Pension Plan)
• Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

• 12 paid holidays
• Floating Holidays
• Vacation and sick leave accrual
• Vacation purchase program
• Management Paid Leave**
• Catastrophic Sick Leave
• Pet Insurance
• Commuter Benefits Program
• Guaranteed Ride Home
• Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
• Employee Discount Program (e.g. theme parks, cell phone, etc.)
• Child Care Resources
• 1^st United Services Credit Union 

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement.  This provides a brief summary of the benefits offered and can be subject to change.

** Non-exempt management employees are entitled to up to three days of management paid leave. Exempt management employees are entitled to up to seven days of management paid leave.