Administrative Assistant

Sutter County Human Resources • Yuba City, CA

9d • Onsite

About The Position

Development Services is seeking an Administrative Assistant to join their team. An Administrative Assistant performs unusually difficult and complex work as administrative assistant to the Director and/or Division Program Manager; relieves the Director and/or Division Program Manager of a variety of administrative and office details; provides information to the public; may supervise and coordinate other staff. NOTICE: All correspondences, notices and invitations to test and/or interview will be via e-mail through Governmentjobs.com/NEOGOV. Please be sure to set-up your inbox to receive them or check your junk-mail to make sure you are receiving Sutter County's recruitment communications.

Requirements

• Knowledge of the organization, functions, policies, and practices of County government.
• Knowledge of the principles of office management, supervision, and standard record keeping procedures as they relate to the work of the office.
• Knowledge of analytical methods and techniques.
• Knowledge of the principles and practices related to the development of financial reports, budget requirements.
• General knowledge of basic accounting.
• Knowledge of principles and practices necessary to develop, control, and monitor a wide variety of program budgets.
• Knowledge of statistical methods.
• Knowledge of personal computer applications dealing with spreadsheets and database systems administration.
• Knowledge of billings and statistical systems.
• Knowledge of receptionist and telephone techniques.
• Knowledge of correct English usage, spelling, grammar, and punctuation.
• Knowledge of letter and report writing.
• Knowledge of comprehensive filing systems to maintain historical documents and accurate record keeping systems.
• Ability to perform responsible administrative and secretarial work with speed and accuracy.
• Ability to learn, interpret, and apply specialized policies and procedures.
• Ability to follow oral and written directions.
• Ability to develop and implement accounting systems and procedures.
• Ability to apply established methods of a variety of accounting transactions and problems.
• Ability to work independently in the absence of supervision.
• Ability to maintain cooperative relationships with those contacted in the course of work.
• Ability to use good judgment in choosing among available alternatives, in recognizing scope of authority, in seeking assistance, and in making referrals.
• Ability to handle confidential material and contacts with discretion.
• Ability to supervise and coordinate the work of subordinates.
• Ability to handle demanding situations requiring diplomacy, poise, and firmness.
• Ability to communicate clearly and concisely, orally and in writing.
• Ability to compose clear and concise correspondence.
• Ability to work effectively under pressure.
• Ability to deal tactfully and courteously with officials, the press, and the general public.
• Ability to utilize word processing, spreadsheet, and other relevant software programs on a personal computer.
• Type at 55 W.P.M. (net).
• Equivalent to the completion of business or secretarial courses and at least four years of increasingly responsible secretarial or accounting experience including one year of clerical support service to a high-level administrator in an organization.
• Job related education may be substituted for one year of the required experience on a year for year basis.
• Any combination of education and experience that provides equivalent knowledge, skills, and abilities.

Nice To Haves

• Supervisory experience desirable for some positions.

Responsibilities

• Prioritizes and maintains the department and/or division calendar; schedules appointments and arranges meetings.
• Screens visitors and incoming telephone calls and correspondence; refers to other staff members for reply or personally issues authoritative information on established programs and policies where appropriate.
• Acts as liaison between employees and County Human Resources.
• Performs department and/or division new employee orientation sessions.
• Provides information to candidates for employment and assists with coordinating the interview process.
• Processes payroll and personnel forms for department and/or division; reviews and maintains payroll time sheets.
• Maintains confidential records and files; oversees the filing, logging in, and maintenance of a wide variety of documents.
• Provides information on County and/or departmental policies and procedures; performs routine research to respond to inquiries.
• Serves as liaison between Director and/or Division Program Manager, other agencies, and the public in receiving and communicating information.
• Monitors legislative activities; accesses updates via computer system; advises appropriate personnel of legislation affecting the department and/or division.
• Prepares department and/or division budget; assists in monitoring current budget and assists in managing grants and contracts.
• Manages grant modifications and requests grant reimbursements.
• Compiles preliminary budget data and labor rates for department and/or division as needed and manages budget on an ongoing basis; prepares department and/or division’s yearly budget.
• Oversees claims processing and department and/or division accounting of payments for services rendered; prepares journal entries and deposit permits.
• Types correspondence, reports and various other materials from rough drafts, dictation, or other sources; reviews outgoing correspondence prepared by other staff members for the Director and/or Division Program Manager’s signature for consistency with administrative policy, format, or clerical correctness.
• Composes or completes staff reports on various subjects from general instructions or independently in accordance with administrative policies or procedures.
• Makes travel arrangements for the Director and/or Division Program Manager and staff.
• Trains, instructs, directs and assists other staff as assigned.
• Performs other administrative duties as required including ordering office supplies and equipment, maintaining miscellaneous report and tracking logs; handles public records act requests for the department and/or division.
• Maintains the department and/or division’s social media and website pages.

Benefits

• Offers of employment are contingent upon investigation of employment history, references, drug testing, medical review/exam and fingerprinting in addition to other appropriate requirements of the position.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree