What are the responsibilities and job description for the Administrative Assistant II - Critical Area (Represented) position at Center for Digital Governmtent?
Position Description
This is responsible and varied secretarial work involving the performance of delegated administrative details.
NATURE AND VARIETY OF WORK
Work involves responsibility for providing secretarial services requiring the exercise of initiative, independent judgment, and discretion in handling delegated administrative details and the performance of clerical duties. Guidance and direction may be provided over lower level clerical workers. New assignments and changes in policies and procedures are received in general outline, and employees are expected to proceed with minimum supervision. Advice and assistance are normally available. Work is reviewed for the achievement of desired results and adherence to established policies and procedures.
Examples Of Duties And Knowledge, Skills And Abilities
(Note: The duties and responsibilities enumerated in this class specification are for the purpose of determining a common set of minimum qualifications and salary level for all positions in this class. They are not intended to include all of the essential functions of all positions in the class.)
Performs a variety of office administration tasks in relieving a superior of administrative details.
Maintains budget accounts; establishes and maintains complex filing systems; plans office functions; maintains an adequate supply of office materials and supplies; conveys complex and important instructions and messages;
Arranges appointments and meeting schedules; screens and refers callers, provides detailed responses to information requests on programs and activities; makes travel arrangements; appropriately re-directs complaints; and enters complaint information into a case management database.
Researches, composes, and/or edits traditional and electronic correspondence, in accordance with established policies and procedures; utilizes word-processing software to prepare administrative and public reports, including reproduction and distribution; prepares complex worksheets and tables; and completes various mathematical computations.
Prepares meeting or conference agenda and materials, in accordance with established practices and ensures timely distribution of conference materials; attends meetings and conferences to record minutes and compose drafts of proceedings.
Maintains files of proposed county and state legislation; attends legislative committee meetings; notifies county department heads of legislation that may affect their operations.
Serves as a legal administrative assistant; takes and transcribes dictation on legal matters; inputs various legal documents into appropriate databases or electronic files; and maintains trial calendars.
Maintains records of office activities that support human resources, e.g., purchasing and travel expenses.
Performs related work as required.
Knowledge, Skills, And Abilities
Considerable knowledge of secretarial practices and procedures.
Considerable knowledge of business English, spelling, arithmetic, and vocabulary.
Considerable knowledge of modern office practices, procedures, systems, and equipment.
Considerable knowledge of the particular department's activities and responsibilities.
Knowledge of general county operations and organization.
Ability to operate computers, office management, word processing software, and standard office equipment; and take dictation in those positions for which it is required.
Ability to make moderately complex decisions independently in accordance with established policies and procedures.
Ability to perform responsible secretarial duties.
Ability to make moderately complex decisions independently in accordance with established policies and procedures.
Ability to maintain administrative, fiscal, and general records, and to prepare reports and answer questions from records.
Ability to establish and maintain effective working relationships with employees and other county departments.
Ability to deal effectively and courteously with the public.
Minimum Qualifications
Graduation from high school, including or supplemented by courses in secretarial science; two (2) or more years of experience in secretarial and general clerical work; and a passing score on appropriate proficiency tests.
Supplemental Qualifications
Preference will be given to candidates with the following:
The supplemental questions are a very important first step in our screening process. Therefore, you are required to accurately and completely respond to each question by providing the information asked in each question. Your responses will be used to initially determine your qualifications and eligibility for this position. DO NOT INDICATE "SEE RESUME" IN RESPONSE TO THE SUPPLEMENTAL QUESTIONS. Your response and lack of detail and explanation in the supplemental questions and in your application may result in failure or disqualification for this position. THIS MEANS YOU WILL BE INELIGIBLE FOR FURTHER CONSIDERATION IN THIS RECRUITMENT PROCESS. Please check "yes" to show that you have read and understand this statement.
Did you graduate from high school or obtain a GED?
Do you have two (2) or more years of experience in secretarial and general clerical work?
04
If you answered "yes" to the question above, please explain how you possess this experience to include position title, length of time in position and MAJOR duties.
05
Has you education been supplemented with courses in secretarial science?
Secretarial science coursework can include the following courses: keyboarding, word processing, data entry, records management, office management, office administration, business math, business administration, business computer applications, economics, office technology, business communications, computer software, financial accounting, business, microcomputers, business ethics, principles of management or related coursework. Please list any coursework completed.
07
Do you possess strong customer service experience to include telephone and face-to-face contact with the public, outside agencies, appointed and elected officials, and co-workers?
If you answered "yes" to the question above, please explain how you possess this experience to include position title, length of time in position and MAJOR duties.
09
What is your skill level in Google Suite?
What is your familiarity with Adobe, DocuSign, and Accela? If none, please list N/A.
11
Do you have experience working in a planning office?
Did a county employee refer you? If yes, indicate their name, department and badge/id number. If you weren't referred by an Employee indicate N/A.
This is responsible and varied secretarial work involving the performance of delegated administrative details.
NATURE AND VARIETY OF WORK
Work involves responsibility for providing secretarial services requiring the exercise of initiative, independent judgment, and discretion in handling delegated administrative details and the performance of clerical duties. Guidance and direction may be provided over lower level clerical workers. New assignments and changes in policies and procedures are received in general outline, and employees are expected to proceed with minimum supervision. Advice and assistance are normally available. Work is reviewed for the achievement of desired results and adherence to established policies and procedures.
Examples Of Duties And Knowledge, Skills And Abilities
(Note: The duties and responsibilities enumerated in this class specification are for the purpose of determining a common set of minimum qualifications and salary level for all positions in this class. They are not intended to include all of the essential functions of all positions in the class.)
Performs a variety of office administration tasks in relieving a superior of administrative details.
Maintains budget accounts; establishes and maintains complex filing systems; plans office functions; maintains an adequate supply of office materials and supplies; conveys complex and important instructions and messages;
Arranges appointments and meeting schedules; screens and refers callers, provides detailed responses to information requests on programs and activities; makes travel arrangements; appropriately re-directs complaints; and enters complaint information into a case management database.
Researches, composes, and/or edits traditional and electronic correspondence, in accordance with established policies and procedures; utilizes word-processing software to prepare administrative and public reports, including reproduction and distribution; prepares complex worksheets and tables; and completes various mathematical computations.
Prepares meeting or conference agenda and materials, in accordance with established practices and ensures timely distribution of conference materials; attends meetings and conferences to record minutes and compose drafts of proceedings.
Maintains files of proposed county and state legislation; attends legislative committee meetings; notifies county department heads of legislation that may affect their operations.
Serves as a legal administrative assistant; takes and transcribes dictation on legal matters; inputs various legal documents into appropriate databases or electronic files; and maintains trial calendars.
Maintains records of office activities that support human resources, e.g., purchasing and travel expenses.
Performs related work as required.
Knowledge, Skills, And Abilities
Considerable knowledge of secretarial practices and procedures.
Considerable knowledge of business English, spelling, arithmetic, and vocabulary.
Considerable knowledge of modern office practices, procedures, systems, and equipment.
Considerable knowledge of the particular department's activities and responsibilities.
Knowledge of general county operations and organization.
Ability to operate computers, office management, word processing software, and standard office equipment; and take dictation in those positions for which it is required.
Ability to make moderately complex decisions independently in accordance with established policies and procedures.
Ability to perform responsible secretarial duties.
Ability to make moderately complex decisions independently in accordance with established policies and procedures.
Ability to maintain administrative, fiscal, and general records, and to prepare reports and answer questions from records.
Ability to establish and maintain effective working relationships with employees and other county departments.
Ability to deal effectively and courteously with the public.
Minimum Qualifications
Graduation from high school, including or supplemented by courses in secretarial science; two (2) or more years of experience in secretarial and general clerical work; and a passing score on appropriate proficiency tests.
Supplemental Qualifications
Preference will be given to candidates with the following:
- Strong customer service experience to include telephone and face-to-face contact with the public, outside agencies, appointed and elected officials, and co-workers.
- Proficiency in Google Suite required.
- Familiarity with Adobe, DocuSign, and Accela is highly desirable, but not required.
- Experience working in a planning office is highly desirable, but not required.
- Medical/Health Insurance Plans
- Open Access Aetna Select HMO-EPO
- Aetna Open Choice PPO
- Dental Insurance
- CIGNA Dental PPO (Buy-Up)
- CIGNA Dental PPO (CORE)
- CIGNA Dental HMO (DHMO)
- Vision Insurance
- EyeMed
- Employee Life Insurance
- Term insurance of $20,000 for employees at no cost.
- Ability to purchase Supplemental & Dependent Life Insurance
- Disability Income Insurance
- Pension Plan
- Normal retirement after 30 years of service or Age 60 and 10 years of service or election to enroll in the Employees Retirement Savings Plan.
- Deferred Compensation Section 457 Plan
- Direct Deposit
- Credit Union
- Holidays
- Twelve days provided per calendar year, thirteen in general election year
- Annual Leave
- Less than 5 years - 13 days
- 5 years to less than 10 years - 15 days
- 10 years to less than 20 years - 20 days
- 20 years or more - 26 days
- *Some positions will receive additional paid annual leave in lieu of holidays and personal leave.
- Disability Leave
- Accrual at a rate of 15 days a year
- Personal Leave Day, five per calendar year
- Leave Sharing
- Employee Assistance Program
- Free, confidential counseling for employee and family members 4X per year per problem per family member; also counseling on legal and financial issues; assistance in locating childcare and elder care
- Flexible Spending Accounts
- Dependent Care Reimbursement
- Health Care Reimbursement
- Voluntary Benefits
- Provides you an opportunity to enroll in any or all of the benefits listed below with the convenience of payroll deduction
- Universal Life Insurance with Long Term Care Rider
- United Legal Benefits
The supplemental questions are a very important first step in our screening process. Therefore, you are required to accurately and completely respond to each question by providing the information asked in each question. Your responses will be used to initially determine your qualifications and eligibility for this position. DO NOT INDICATE "SEE RESUME" IN RESPONSE TO THE SUPPLEMENTAL QUESTIONS. Your response and lack of detail and explanation in the supplemental questions and in your application may result in failure or disqualification for this position. THIS MEANS YOU WILL BE INELIGIBLE FOR FURTHER CONSIDERATION IN THIS RECRUITMENT PROCESS. Please check "yes" to show that you have read and understand this statement.
- Yes
- No
Did you graduate from high school or obtain a GED?
- Yes
- No
Do you have two (2) or more years of experience in secretarial and general clerical work?
04
If you answered "yes" to the question above, please explain how you possess this experience to include position title, length of time in position and MAJOR duties.
05
Has you education been supplemented with courses in secretarial science?
- Yes
- No
Secretarial science coursework can include the following courses: keyboarding, word processing, data entry, records management, office management, office administration, business math, business administration, business computer applications, economics, office technology, business communications, computer software, financial accounting, business, microcomputers, business ethics, principles of management or related coursework. Please list any coursework completed.
07
Do you possess strong customer service experience to include telephone and face-to-face contact with the public, outside agencies, appointed and elected officials, and co-workers?
- Yes
- No
If you answered "yes" to the question above, please explain how you possess this experience to include position title, length of time in position and MAJOR duties.
09
What is your skill level in Google Suite?
- No Knowledge
- Beginner
- Intermediate
- Expert
What is your familiarity with Adobe, DocuSign, and Accela? If none, please list N/A.
11
Do you have experience working in a planning office?
- Yes
- No
Did a county employee refer you? If yes, indicate their name, department and badge/id number. If you weren't referred by an Employee indicate N/A.
- Required Question
Salary : $20,000