Under direction, performs quasi-administrative/analytical work of considerable difficulty and complexity in specific County office settings; coordinates and supports a variety of complex office activities related to advanced personnel, payroll, labor relations, systems maintenance and other administrative functions; may supervise a medium-sized group of other clerical/technical employees as a related, but not definitive, duty; and does related or other work as required in accordance with Rule 3, Section 3, of the Civil Service Rules.
CLASS CHARACTERISTICS
This is the highly specialized-level class in the Office Assistant series. Positions must meet specific criteria for allocation to this class and are not multi-allocated with other levels in the series. Incumbents are expected to apply substantial initiative and independent judgment to perform a varied range of quasi-administrative/analytical duties utilizing specialized procedures within established policies. The specific duties performed by incumbents may be unique to the work area and, depending upon the assignment, usually require a highly advanced understanding of specialized and/or technical subject matter. Typical job assignments that fit the class concept include, but are not limited to: provision of quasi-administrative/analytical management support related to multiple specialized areas and/or programs; advanced interpretation, explanation and implementation of very complex administrative and/or program-specific policies/procedures; and/or advanced clerical office management which includes broad responsibility for coordinating a wide range of complex administrative functions, and which may/may not include supervision of other support staff. Although incumbents may perform limited repetitive tasks involving complex clerical processes, most job situations require the incumbents to perform some analysis and make independent decisions within broad policy parameters.
This class differs from Office Assistant Specialist because an incumbent in this class functions at a quasi-administrative/analytical level, performing broader office management duties that require advanced knowledge of multiple specialized programs or functions, while an Office Assistant Specialist performs duties requiring in-depth knowledge of a limited range of specialized programs/functions. In addition, an Office Technician/Coordinator generally receives assignments from a high-level manager while a non-management clerical, technical or professional employee most often supervises an Office Assistant Specialist.
TYPICAL DUTIES
Provides quasi-administrative/analytical support to managers, supervisors, professionals and other staff; gathers, analyzes and maintains specialized and complex information related to a wide range of departmental operations; researches, compiles, maintains and processes statistical, financial and/or other numerical data to support highly specialized office functions; coordinates and/or performs departmental personnel, payroll, purchasing, inventory, systems maintenance and/or other functions; may perform highly-advanced clerical accounting duties.
Interprets and explains highly specialized and complex information regarding established rules, regulations, policies, procedures and technical office operations, to managers, patients, clients, outside agencies and others; researches difficult and complex issues; applies external laws, regulations, ordinances and policies as they relate to assigned responsibilities; may produce and/or issue complex documents and complete complex forms for the purpose of documenting specialized program-related information; provides customer service in a calm, helpful and effective manner.
Manages a wide range of clerical office operations with substantial independent responsibility for multiple programs/functions within an office; may represent management in sensitive and confidential situations; develops and recommends procedures applicable to areas of assignment; develops and implements systems for improving the efficiency and effectiveness of assigned operations; monitors deadlines and calendars as assigned; arranges and coordinates complex meetings, seminars or classes; arranges for travel and transportation; may coordinate clerical/technical aspects of budget administration; may coordinate and maintain various computerized systems and processes.
Prepares a variety of difficult and complex reports, letters, resolutions and other documents requiring highly advanced knowledge of specialized subject matter; maintains and monitors complex work logs and tracking systems; reviews and analyzes complex legal, custody, health care and other administrative records to identify needed information; develops and maintains complex spreadsheets and databases, either by hand or computer; maintains data and develops reports for budget purposes.
Obtains in-depth and/or difficult information from managers, staff, patients, clients, and others; identifies and seeks to meet customer needs, maintaining tact and diplomacy and using good judgment regarding sensitive/confidential matters.
As an incidental duty, may serve as a lead worker over a large group or supervise a small group of clerical and/or technical employees; provides training as assigned; develops, organizes and distributes training materials as appropriate.
MINIMUM QUALIFICATIONS
(Special Note: For positions reclassified to this class as part of Classification Studies #01-18 and #02-08, the incumbents occupying those positions on the effective date that the study is implemented by the Board of Supervisors shall be deemed to meet the minimum qualifications for the class.)
Either I
Experience: One year of work at a level equal to or higher than Office Assistant Specialist in San Joaquin County service.
Or II
Experience: Two years of work at a level equal to or higher than Senior Office Assistant in San Joaquin County service.
Or III
Experience: Four years of general clerical, secretarial and/or office technical work, including at least two years performing duties at or above a full-journey level.
Substitutions: a) One year of business training in an approved vocational training program may substitute for one year of the above-required experience; or b) Completion of 30 semester/45 quarter credit units at an accredited college or university may substitute for one year of the above-required experience.
And
Certificates: If required by the nature of the assignment, 1) possession of acceptable typing/keyboarding or other certification of ability to input data at the rate of 45 words per minute; and/or 2) possession of an acceptable proficiency certificate in one or more computer software programs.
Special Requirement: Most positions require the ability to use computers and/or word processing equipment. If required by the nature of the assignment, demonstrated general or software-specific computer proficiency may be required prior to appointment.
KNOWLEDGE
Advanced office practices and procedures, including office management; principles and practices of prioritizing, planning and organizing work; advanced clerical practices related to personnel management, payroll, labor relations, purchasing, inventory control, clerical accounting, and systems development/maintenance; advanced clerical methods of researching, gathering, organizing and reporting data; personal computer systems and general office computer software; public relations techniques; advanced interviewing techniques; advanced filing and record keeping systems; complex correspondence and report formats; advanced clerical accounting methods and practices; general secretarial methods and practices; fundamental analytical principles and processes; principles of training and supervision.
ABILITY
Perform quasi-administrative/analytical work related to various specialized office activities; research, interpret, and apply complex laws/regulations, court orders, program policies/procedures, and third-party rules/requirements related to areas such as personnel management, payroll, labor relations, purchasing, inventory control, clerical accounting and systems development/maintenance; evaluate and establish priorities; gather, organize, input and maintain complex information, including financial or program-specific data; provide/obtain detailed information to/from others as appropriate, including confidential and/or otherwise sensitive information; utilize advanced office procedures and equipment; follow complex oral and written procedures and directions; establish and maintain effective working relationships with others, even in difficult situations; communicate effectively with others; write clearly and legibly; perform advanced arithmetical operations; lead or supervise others.
PHYSICAL/MENTAL REQUIREMENTS
Mobility-Frequent operation of a data entry device, repetitive motion, sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting, climbing; Lifting-Frequently 5 pounds or less; occasionally 5 to 30 pounds; Visual-Constant good overall vision and reading/close-up work; frequent color perception and use of eye/hand coordination; occasional use of depth perception and peripheral vision; Hearing/Talking-Frequent hearing of normal speech, hearing/talking on the telephone, talking in person; Emotional/Psychological-Frequent decision making, concentration, and public contact; Special Requirements-Some assignments may require working weekends, nights, and/or occasional overtime; Environmental-Occasional exposure to varied weather conditions.
San Joaquin County complies with the Americans with Disabilities Act (ADA) and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions.
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