ADMINISTRATIVE ASSISTANT

Under direction, to perform a variety of administrative tasks in the areas of budget, purchasing, facilities management, personnel, and general office management; and to perform other job-related duties as required. The class of Administrative Assistant is the bridge class for the Staff Analyst and Administrative Analyst series. It is further characterized by the responsibility to: provide a variety of administrative services to a small county department, division or program within a larger county department; or to perform one or more specific administrative functions to complement centralized, administrative services for an entire county department.

* Gathers and compiles facts, statistics, and develops estimates and projections in order to evaluate effectiveness of program results; recommend revisions in program direction as a result of statistical evaluation.
* Prepare or review program grant and funding requests; provide technical assistance to contract providers in the development of grant proposals; evaluate performance of contract providers from an administrative viewpoint; identify potential sources for grant funds to augment County funding of specific programs.
* Assist in the preparation and maintenance of a program budget and the establishment of fiscal control; represent a program or its director relative to fiscal or budgetary matters in meetings with members of the community or other agencies; prepares budgetary, fiscal, and administrative reports.
* Prepare proposals for federal or State funding of County programs and compiles necessary supportive data.
* Study existing statutes and proposed legislation to determine their effect on program operation and cost.
* Confers with department supervisors to devise more efficient office procedures.
* Solves problems related to office management including work flow and staffing needs.
* Write or revise procedures, program guidelines, and training manuals.
* Establish and maintain an office supply, facilities, equipment, and inventory control system for an entire department.
* Determine usage and placement of telephone equipment and office space layout, recommending changes as necessary.

EITHER I Education: Possession of a Bachelor's Degree from a recognized college, which included 30 semester/45 quarter units of coursework in business administration, accounting, public administration, or a related field; (Qualifying experience may be substituted for the required education on basis of 30 sem./45 qtr. units equaling one year of full time experience.) OR II Experience: Four years of experience in the research and development of administrative systems and procedures, preparation of grants or contracts, or budgetary preparation and monitoring. Knowledge of: Basic accounting principles; fiscal and budgetary procedures; efficient office principles and procedures; basic statistical methods, including survey techniques. Ability to: Analyze office management and administrative problems in order to devise workable solutions; prepare budget requests and monitor expenditures; prepare grant proposals between the County and private/public institutions or organizations; prepare clear and concise reports; establish and maintain effective working relationships.