Under general supervision of a Department Director or a Division Manager, performs, coordinates and oversees technical and office administrative support work within a program or group of program areas, including the provision of varied and complex office administrative support to managerial, professional and supervisory staff or the direct coordination of specific administrative support projects and operations; may supervise technical and clerical personnel; develops and implements improved office and departmental procedures; acts independently in completing basic management studies, overseeing well-defined programs and projects and providing expert professional assistance to management staff; and performs related work as required.
This class is the first level in the administrative classification series. It is a paraprofessional class which may serve as direct entry for persons with the prerequisite educational and experience background or as a bridge class for qualified office administrative and technical employees seeking promotion or transfer into the administrative series. Responsibilities require the exercise of independent judgment, technical knowledge of the division or program where assigned and of overall City activities. This class is distinguished from the next higher class of Administrative Analyst in that the latter is a professional-level, experienced classification, requiring the equivalent of a four-year degree and significant administrative support experience.
Examples of Key Duties: (Duties are illustrative and not inclusive. Individual assignments may vary.)
- Oversees and ensures that the office administrative functions of the organizational unit to which assigned are effectively carried out.
- Performs difficult, complex, technical, and/or specialized office support work, which requires the exercise of independent judgment, the application of technical skills, and a detailed knowledge of the activities and procedures specific to the department or unit to which assigned.
- May supervise staff, including determining workloads and schedules, evaluating staff performance, providing training and making hiring, promotion and disciplinary recommendations.
- Assists in the preparation of the annual budget for the assigned organizational area, including compiling data, making revenue projections and recommending service levels and enhancements; monitors and tracks expenditures, ensuring the department remains within approved budget allocations.
- Attends to a variety of administrative details such as keeping informed of departmental/division activities, transmitting information, developing, implementing and interpreting policies and procedures and monitoring day to day operations of the functional area to which assigned.
- Performs a variety of administrative support duties such as negotiating pricing agreements with vendors for equipment, supplies, printing services and office equipment maintenance under established guidelines; processes bills and invoices for payment; prepares and transmits a variety of financial documents and maintains records of financial transactions; may oversee the collection and record keeping of and/or collect and account for fees and other monies collected.
- Provides technical assistance to staff on operational issues such as personnel policies, purchasing, record keeping, training, risk management and contract administration.
- Performs project research and report preparation related to the activities of the organizational unit to which assigned; may prepare and update a variety of periodic and special narrative, accounting, database and statistical reports.
- Receives and screens visitors and telephone calls requiring the use of judgment and the interpretation of policies, rules, procedures and ordinances.
- Prepares correspondence, reports, forms, vouchers, work orders, and specialized documents related to the organizational unit to which assigned from drafts, notes, brief instructions, corrected copy, or dictated tapes; proofreads materials for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage, including grammar, punctuation, and spelling.
- Performs other duties of a similar nature or level.
Education and Experience:
Equivalent to completion of two years of college-level coursework in business or a field related to the work and three years of office administrative, supervisory or lead experience in the area of assignment; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as listed above.
Specified positions may require possession and maintenance of a valid California driver’s license and a satisfactory driving record.
Physical Requirements and Working Conditions:
Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer, and to attend meetings at various sites within and away from the City; strength to lift and carry materials weighing up to 10 pounds; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.
Knowledge of: (at entry)
- Standard office administrative practices and procedures, including the use of standard office equipment;
- Codes, policies, regulations and procedures related to the department to which assigned;
- Computer applications related to the work;
- Business arithmetic and basic statistical techniques;
- Basic supervisory principles and practices;
- Basic budgeting theories and principles;
- Records management principles and practices; and
- Techniques for dealing effectively with the public and City staff, in person and over the telephone.
Skill in: (at entry)
- Performing technical, specialized, complex and difficult office administrative work requiring the use of independent judgment;
- Interpreting and implementing policies, procedures and computer applications related to the department or organizational unit to which assigned;
- Analyzing and resolving office administrative and procedural problems;
- Performing basic research and preparing reports and recommendations;
- Overseeing projects or programs and/or supervising, monitoring and evaluating the work of staff;
- Organizing own work, coordinating projects, setting priorities, meeting deadlines and following up on assignments with a minimum of direction;
- Using initiative and independent judgment within established policy and procedural guidelines;
Providing complex office administrative support in the areas of procurement, budgeting, report preparation and staff communication; and
- Communicating effectively with co-workers, subordinates, superiors, the general public, representatives of public and private organizations and others sufficient to exchange or convey information.