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Accounting / Finance
Calaveras, County of (CA) Hiring for Administrative Assistant I Job at San Andreas, CA Full Time
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JOB
Initial application review to be done the week of January 9th.Interviews to be held the week of January 16th.The Administrative Assistant reports to the Deputy CAO-Chief Information Officer and supports all administrative functions in the Information Technology Department. This includes fulfilling all accounts payable, accounts receivable, payroll, fixed asset, and general ledger functions as well as budget development, tracking, and modification as required. Mail Room functions: slotting incoming mail, processing outgoing mail, and package handling are also managed through this office with the assistance of a Clerical Assistant.The mission of IT is to deliver reliable, secure, efficient, and cost-effective technology-based solutions that align with operational and strategic county goals.Under general direction, to plan, organize, manage, and perform a wide variety of administrative support functions; to coordinate and oversee special grants and reporting requirements; to provide supervision and training for assigned staff; to perform a variety of difficult, complex, and specialized information gathering, public relations assignments; and to do related work as required. DISTINGUISHING CHARACTERISTICS: Administrative Assistant IThis is considered to be a specialty, paraprofessional classification. Incumbents will be assigned highly complex, advanced level administrative support responsibilities. Additionally, they will assume responsibility for coordination of assigned programs and will be expected to work independently with minimal direction. Administrative Assistant IIThis is a specialized classification, which performs a variety of management and administrative service functions. Incumbents will be assigned highly complex, advanced level administrative support responsibilities. Additionally, they will assume responsibility for coordination of assigned programs and will be expected to work independently with minimal direction.
Initial application review to be done the week of January 9th.Interviews to be held the week of January 16th.The Administrative Assistant reports to the Deputy CAO-Chief Information Officer and supports all administrative functions in the Information Technology Department. This includes fulfilling all accounts payable, accounts receivable, payroll, fixed asset, and general ledger functions as well as budget development, tracking, and modification as required. Mail Room functions: slotting incoming mail, processing outgoing mail, and package handling are also managed through this office with the assistance of a Clerical Assistant.The mission of IT is to deliver reliable, secure, efficient, and cost-effective technology-based solutions that align with operational and strategic county goals.Under general direction, to plan, organize, manage, and perform a wide variety of administrative support functions; to coordinate and oversee special grants and reporting requirements; to provide supervision and training for assigned staff; to perform a variety of difficult, complex, and specialized information gathering, public relations assignments; and to do related work as required. DISTINGUISHING CHARACTERISTICS: Administrative Assistant IThis is considered to be a specialty, paraprofessional classification. Incumbents will be assigned highly complex, advanced level administrative support responsibilities. Additionally, they will assume responsibility for coordination of assigned programs and will be expected to work independently with minimal direction. Administrative Assistant IIThis is a specialized classification, which performs a variety of management and administrative service functions. Incumbents will be assigned highly complex, advanced level administrative support responsibilities. Additionally, they will assume responsibility for coordination of assigned programs and will be expected to work independently with minimal direction.
EXAMPLE OF DUTIES
Assists with a wide variety of general administrative projects, providing technical and highly skilled clerical support to management staff.Researches data.Prepares reports and makes recommendations as appropriate.May assist with the analysis of revenue/expenditure data and budgetary/fiscal recommendations for use by management staff.Certain personnel/payroll functions.Complex word processing projects and specialized department projects including accounts payable/receivable, specialty billing and insurance programs.Supplies/purchasing activities and grants support work.Monitors departmental budgets, making budget transfers as required.Reviews and reconciles departmental fiscal records.May write a variety of proposals and bid documents.Researches suppliers and makes recommendations as to appropriate cost saving measures.Handles complex clerical duties inclusive of document preparation, development of correspondence and related items using personal computers and other common office machines.Administrative Assistant II In addition to the above: Plans and conducts administrative, organizational, and operational studies, collecting and analyzing data, evaluating alternatives, making recommendations and preparing reports, and assisting in or coordinating implementation after approval.Performs special projects.Prepares narrative and statistical reports, correspondence, informational material and documents, spreadsheets and graphics.Trains and supervises staff.
MINIMUM QUALIFICATIONS
Knowledge of: Administrative Assistant IGeneral principles and practices of public administration, including budgeting, personnel and purchasing practices; methods of research and statistical data collection; modern office methodologies. Administrative Assistant IICounty policies, rules, and regulations; budget development and control; public and community relations; grant development and administration; administrative analysis; office management methods and procedures; principles of supervision, training and staff evaluation; purchasing practices, complex public agency accounting procedures. Skill and Ability to: Administrative Assistant IAccurately gather and analyze data; organize and write reports; prepare and present recommendations before individuals and groups. Prepare documents, visual aides and other related items for use in oral and written presentations. Effectively operate a variety of modern office machines, including personal computers, do independent research and data collections for use in budget preparation and program management activities, establish and maintain cooperative working relationships with others. Administrative Assistant II In addition to the above: Plan, organize, manage and perform administrative functions; exercise significant responsibility in the development and maintenance of the budget; gather, organize, analyze, and present a variety of data and information; prepare clear, concise and accurate reports and records; use a personal computer and appropriate software for administrative services functions; establish and maintain cooperative working relationships. Education, Training, and Experience: Administrative Assistant IEquivalent to five years advanced-level clerical/bookkeeping experience. A Bachelors Degree in Business, Public Administration, Accounting or a related field may be substituted for one year of the required experience. Administrative Assistant IIGraduation from high school and any combination of training and experience equivalent to ten years of responsible experience performing a variety of complex administrative and fiscal work, preferably including experience in grant development and administration.
SUPPLEMENTAL INFORMATION
Valid California Driver’s License
