What are the responsibilities and job description for the Administrative Services Specialist position at County of San Benito?
Under direction, to plan, organize, supervise, and participate in the administrative support functions of a County Department; to assist Department management staff with preparing and monitoring the Department budget; to perform complex administrative support functions for the County Department; to prepare administrative and budget reports; and to do related work as required.
DISTINGUISHING CHARACTERISTICS
This is a specialized administrative and supervisory classification for coordinating and supervising the administrative support functions of a County Department. The incumbent in this class is responsible for the day-to-day supervision of assigned administrative support staff and performing a broad scope of complex administrative and fiscal work for a County Department.
REPORTS TO
Various County Department Directors
CLASSIFICATIONS SUPERVISED
Accounting and Administrative Support positions.
TYPICAL PHYSICAL REQUIREMENTS
Sit for extended periods; frequently stand and walk; stool, kneel and crouch to pick up or move objects; normal manual dexterity and eye-hand coordination; physical ability to lift, push, carry, and move objects weighing up to 25 lbs.; corrected hearing and vision to normal range; verbal communication; use of office equipment, including telephone, calculator, copiers, and FAX.
TYPICAL WORKING CONDITIONS
Work is performed in an office environment; continuous contact with other staff and the public.(The following is used as a partial description and is not restrictive as to duties required.)
Plans, assigns, supervises, and evaluates the work of assigned support staff; schedules and reviews work assignments; provides training and consultation on work procedures and problems; analyzes the Department administrative functions and operations, developing recommendations on staffing requirements and work responsibilities; assists Department management with preparation, review, and monitoring of the Department budget; develops information and prepares special Department reports; prepares Department payroll documents; has responsibility for planning and performing a variety of administrative programs/projects as assigned; plans, organizes, and participates in the Department computerized information systems; provides a variety of fiscal and administrative support for Department programs through the review of financial documents, payroll records, claims, and statistical data; supervises and monitors the preparation of invoices, travel authorizations, warrants, receipts, and other items; monitors on-going fiscal expenditures, revenues, fund transfers, and purchase orders; prepares budget transfer requests; prepares Department agenda items for submission to the County Board of
Supervisors by the Department Director; prepares and reviews program fiscal reports for submission to requisite State agencies; serves as a liaison between the Department and other County departments and units; oversees, supervises and coordinates the development and maintenance of the Department's computer systems and related issues; may provide specialized and confidential secretarial support for the Department Director.Any combination of training and experience which would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
Four years of increasingly responsible experience in performing
a variety administrative support work, including substantial experience
in fiscal monitoring and reporting.
Special Requirements:
Possession of, or ability to obtain a valid class C California Drivers License
May be required to pass a fingerprint/background investigation.Knowledge of:
Functions, programs, and policies of the County Department where assigned.
Computers and software used in Department information systems.
Principles of supervision, training, and staff development.
Program development, monitoring, and evaluation.
Principles of budget development and administration.
Statistical and financial record keeping methods, procedures, and techniques.
Ability to:
Plan, organize, schedule, and coordinate the administrative support functions of the Department where assigned.
Provide supervision, training, and work evaluation for assigned staff.
Gather, organize, analyze, and present a variety of narrative and statistical data and information.
Assist with the development and administration of the Department budget.
Prepare administrative reports and correspondence.
Analyze situations accurately and determine effective courses of action.
Prioritize work load to meet established time lines and special requests.
Coordinate Department use of computer equipment and software.
Work within multiple time frames and deadlines.
Maintain confidentiality of materials and use discretion in sensitive situations.
Deal tactfully and courteously with the public, other County staff, and representatives of other government agencies, when explaining the functions, policies, and programs of the Department.
Establish and maintain cooperative working relationships.
Disaster Service Workers: All San Benito County employees are designated “Disaster Service
Workers” through state and local laws (CA Government Code Sec. 3100-3109 and Emergency Services
Chapter 6 via adoption of local Ordinance No. 361 § 1, 2-25-75). As Disaster Service Workers, all
County employees are expected to remain at work, or to report for work as soon as practicable, following significant
emergency or
disaster.
DISTINGUISHING CHARACTERISTICS
This is a specialized administrative and supervisory classification for coordinating and supervising the administrative support functions of a County Department. The incumbent in this class is responsible for the day-to-day supervision of assigned administrative support staff and performing a broad scope of complex administrative and fiscal work for a County Department.
REPORTS TO
Various County Department Directors
CLASSIFICATIONS SUPERVISED
Accounting and Administrative Support positions.
TYPICAL PHYSICAL REQUIREMENTS
Sit for extended periods; frequently stand and walk; stool, kneel and crouch to pick up or move objects; normal manual dexterity and eye-hand coordination; physical ability to lift, push, carry, and move objects weighing up to 25 lbs.; corrected hearing and vision to normal range; verbal communication; use of office equipment, including telephone, calculator, copiers, and FAX.
TYPICAL WORKING CONDITIONS
Work is performed in an office environment; continuous contact with other staff and the public.(The following is used as a partial description and is not restrictive as to duties required.)
Plans, assigns, supervises, and evaluates the work of assigned support staff; schedules and reviews work assignments; provides training and consultation on work procedures and problems; analyzes the Department administrative functions and operations, developing recommendations on staffing requirements and work responsibilities; assists Department management with preparation, review, and monitoring of the Department budget; develops information and prepares special Department reports; prepares Department payroll documents; has responsibility for planning and performing a variety of administrative programs/projects as assigned; plans, organizes, and participates in the Department computerized information systems; provides a variety of fiscal and administrative support for Department programs through the review of financial documents, payroll records, claims, and statistical data; supervises and monitors the preparation of invoices, travel authorizations, warrants, receipts, and other items; monitors on-going fiscal expenditures, revenues, fund transfers, and purchase orders; prepares budget transfer requests; prepares Department agenda items for submission to the County Board of
Supervisors by the Department Director; prepares and reviews program fiscal reports for submission to requisite State agencies; serves as a liaison between the Department and other County departments and units; oversees, supervises and coordinates the development and maintenance of the Department's computer systems and related issues; may provide specialized and confidential secretarial support for the Department Director.Any combination of training and experience which would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
Four years of increasingly responsible experience in performing
a variety administrative support work, including substantial experience
in fiscal monitoring and reporting.
Special Requirements:
Possession of, or ability to obtain a valid class C California Drivers License
May be required to pass a fingerprint/background investigation.Knowledge of:
Functions, programs, and policies of the County Department where assigned.
Computers and software used in Department information systems.
Principles of supervision, training, and staff development.
Program development, monitoring, and evaluation.
Principles of budget development and administration.
Statistical and financial record keeping methods, procedures, and techniques.
Ability to:
Plan, organize, schedule, and coordinate the administrative support functions of the Department where assigned.
Provide supervision, training, and work evaluation for assigned staff.
Gather, organize, analyze, and present a variety of narrative and statistical data and information.
Assist with the development and administration of the Department budget.
Prepare administrative reports and correspondence.
Analyze situations accurately and determine effective courses of action.
Prioritize work load to meet established time lines and special requests.
Coordinate Department use of computer equipment and software.
Work within multiple time frames and deadlines.
Maintain confidentiality of materials and use discretion in sensitive situations.
Deal tactfully and courteously with the public, other County staff, and representatives of other government agencies, when explaining the functions, policies, and programs of the Department.
Establish and maintain cooperative working relationships.
Disaster Service Workers: All San Benito County employees are designated “Disaster Service
Workers” through state and local laws (CA Government Code Sec. 3100-3109 and Emergency Services
Chapter 6 via adoption of local Ordinance No. 361 § 1, 2-25-75). As Disaster Service Workers, all
County employees are expected to remain at work, or to report for work as soon as practicable, following significant
emergency or
disaster.
Salary : $65,853 - $88,275