County of Alameda

DESCRIPTION

Under supervision, incumbents are assigned a variety of general clerical and/or administrative duties to fill in for various temporary needs countywide.

DISTINGUISHING FEATURES

Incumbents of positions in this class perform duties requiring greater exercise of initiative and judgement beyond that of the lower-level Administrative Support I (SAN) TAP. Administrative Support II (SAN) TAP, requires a more thorough knowledge of broad and complex procedures, systems, rules codes and policies in order to perform assigned duties.

This class consists of positions that are filled on a temporary basis through the Alameda County Temporary Assignment Pool (TAP) Program. TAP employees are provisional, services-as-needed (SAN) employees of the Human Resource Services Department under the TAP Program. TAP is responsible for placing incumbents on assignments within departments and agencies. Assignments may vary from a minimum of four hours and generally not exceed 18 months. Duties and pay rate may vary based on the job classification of each temporary assignment. The Clerical Assistant-SAN (TAP) differs from the Clerk Intermittent series in that the latter functions as an assistant to regular full-time clerical personnel whereas the former performs the full range of duties assigned to a regular county clerical position on a temporary basis.

The Administrative Support II (SAN) TAP differs from the Administrative Support I (SAN) TAP, in that the former is designated as an 80-hour class and the latter is designated as a 75-hour class.

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. Posts to, verifies and reconciles accounts consisting of agency journals, general ledgers, receipts and claims registers; and reconciles agency accounts.

2. Reviews a variety of documents related to the operations of the unit for conformance to program regulations and procedures using established guidelines, analyzes, and evaluates revenues or expenditures.

3. Performs special projects such as researching information, summarizing data, evaluating alternatives and preparing narrative or statistical reports.

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

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

6. Reviews case information through a variety of computer systems and provides information to clients and customers based on that information.

7. Prepares correspondence, documents, agendas and meeting minutes.

8. Maintains files and retrieves documents, records and correspondence in accordance with established procedures; checks and reviews a variety of documents for completeness and accuracy.

9. Establishes and maintains effective work relationships with those contacted in the performance of required duties.

10. Provides clerical support of a confidential nature to a specialized department such as the Human Resource Services Department. Performs complex and technical clerical work requiring the exercise of considerable initiative and judgment requiring specialized knowledge of Civil Service Rules, County Human Resource Personnel and Agency policies and procedures.

MINIMUM QUALIFICATIONS

The equivalent of one year of full-time clerical experience.

OR

The equivalent to graduation from an accredited four-year college or university (120 semester units or 180 quarter units).


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

KNOWLEDGE AND SKILLS

Knowledge of:

• Office administrative practices and procedures, including records management and the operation of standard office equipment.
• The purposes, methods, and practices of financial record-keeping work.
• Basic principles of administrative analysis.
• Word processing and/or spreadsheet applications.
• Records management principles, practices, and techniques, and research methods and techniques.
• Basic elements of correct English usage, grammar, spelling and punctuation.



Ability to:

• Apply rules and regulations to specific cases.
• Work independently in the absence of specific instructions.
• Calculate basic mathematical problems.
• Evaluate demands on an Administrator’s time; arrange his/her schedule accordingly.
• Maintain accurate records and files.
• Maintain and secure confidential, highly sensitive records.
• Ability to type 40 wpm.
• Prepare clear and accurate reports, correspondence, procedures, and other written materials.
• Identify and correct errors in English usage, grammar and mathematical calculations in a variety of documents.
• Adapt quickly to new work environments.
• Take initiative and work independently.
• Be flexible and adjust to changing priorities.
• Listen, understand, follow and communicate oral and written directions, then apply them in a variety of situations.
• Respond to a constant influx of telephone calls.
• Establish and maintain effective relationships with co-workers and the public.
• Communicate effectively orally and in writing with people from a wide variety of ethnic and social backgrounds.
• Maintain electronic and/or physical files and databases.
• Organize and prioritize work to meet critical deadlines.

CLASS SPEC HISTORY

Newspecs: 1294N
DRH:cs 11/10/11
CSC Date: 11/30/11
RE:jf Retitled 6/7/17
Old Title: Clerical Assistant II – Services-as-Needed (TAP)
CSC Date: 6/7/17
DRH:jf Revised 10/5/2017
CSC Date: 12/6/17