County Of Sonoma

Santa Rosa , CA
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Board of Supervisor Administrative Assistant

County Of Sonoma
Santa Rosa, CA Full-time
Posted on August 26, 2018

Board of Supervisors Administrative Assistant - Confidential

Salary Wage $3,915 - $4,758/Monthly

As a Board of Supervisors (BOS) Administrative Assistant, you will complete a wide variety of administrate responsibilities in support of the BOS, Office of the Clerk of the Board, the Boards of various Special Districts, and the Assessment Appeals Board. Those responsibilities include:

  • Preparing agenda meeting binders, and ceremonial resolutions for presentations
  • Posting public notices
  • Formatting and remediating ADA compliant documents, meeting minutes, and digital materials
  • Processing the official record of actions taken during Board meetings
  • Researching and compiling responses to Public Records Act Requests

Additionally, you will process bills, claims, and payments, and perform reception duties such as answering multi-line phones. In support of the Assessment Appeals Board, you will also intake applications, field applicant calls, and initiate the processing of applications and meeting confirmation forms.

 Ideal candidates will possess:

  • A keen attention to detail in a fast-paced, challenging, and highly visible office
  • Excellent communication and customer service skills with the ability to stay calm in difficult situations
  • The ability to handle frequent interruptions, successfully manage competing demands, and work effectively and efficiently with a wide variety of stakeholders 
  • Strong computer skills, including experience with Excel, Word, and PowerPoint
  • Knowledge of the Brown Act, Maddy Act, Public Records Request Act, and the Assessment Appeals process

*Salary is negotiable. Benefits described herein do not represent a contract and may be changed without notice.

Minimum Qualifications

Education and Experience: Any combination of education, vocational training and work experience which provides the opportunity to acquire the knowledge and abilities listed. Normally, formal coursework in secretarial skills and three or more years of general clerical work experience which includes working with personal computers will provide this opportunity.

Performance Skills: The ability to type accurately at the rate of 45 words per minute is required.

License: Possession of a valid driver's license at the appropriate level including special endorsements, as required by the State of California, may be required depending upon assignment to perform the essential job functions of the position.

Knowledge, Skills, and Abilities

Considerable knowledge of: the organization, services, programs, and functions of the agency in order to plan, evaluate, coordinate, and perform clerical support and minor administrative functions; departmental and general clerical work practices from reference materials, procedures, guidelines, written formats, and timetables to schedule events; compile, consolidate, and summarize information; authorize and/or submit claims, requisitions, payroll time reports; and answer a variety of information such as work progress, routings, application of procedures to specific situations, agendas, status of accounts, location of materials, and coordination of clerical support and administrative functions; English grammar, spelling, written format, and punctuation; the functions, timetables, workload, and priority of the administrative and professional positions served; the procedures, work practices, format, and routines associated with secretarial responsibilities to one or more commissions or boards if such work has been assigned.

Working knowledge of: the principles of supervision and office practices to instruct and provide training to secretarial and general clerical positions; office equipment and filing systems, including personal computers and/or terminals, as well as business software programs generally used by County departments.

Knowledge of: the principal administrative employee's style of writing and thinking in order to compose routine correspondence in his or her absence and to clarify wordage or sentence structure not necessitating review.

Ability to: 

  • Select, understand, and apply regulations, rules, procedures, office routine, and work practices related to a variety of clerical support and minor administrative work functions in the department or division located;
  • Exercise discretion and good judgment in coordinating and performing work assigned;
  • Independently initiate, prioritize, perform, or solve problems related to deviations in work assigned in order to meet fixed or fluctuating deadlines and achieve work objectives;
  • Coordinate the submittal of a variety of information such as resolutions, reports, and appeals to be heard by commission or board members and to prioritize subject matter to be heard by content and implication as well as structural format;
  • Summarize motions, divisions, appeals, and actions presented before or taken by commission or board members and to organize and transcribe such into minutes of meetings when such work has been assigned;
  • Take verbatim dictation during board or commission meetings;
  • Instruct or advise co-workers in the proper routines, procedures, office practice, or step-by-step sequence to properly compile and summarize data in order to consolidate fiscal, statistical, or informational data for the use of the supervisor or to comply with procedural or administrative requirements;
  • Screen and prioritize correspondence, phone calls or visitors seeking the personal attention of the supervisor and to refer matters which may be adequately handled by someone other than the supervisor to the appropriate person or department section;
  • Select, extract, and organize a variety of information related to different department programs, services, or functions for the use of the supervisor in answering complaints, inquiries or preparing administrative reports;
  • Answer procedural, factual and semi-technical questions related to department services, programs, or functions;
  • Schedule appointments, maintain supervisor's calendar and coordinate calendared events with other departments, agencies, private concerns and affected individuals;
  • Compose correspondence in answer to routine inquiries or complaints;
  • Recognize and know the purpose of standardized forms related to department services, functions and programs;
  • Deal with the general public and co-workers in a tactful, courteous and effective manner; safeguard classified materials or contents of closed or sealed meetings;
  • Independently set-up, prepare and summarize control records such as department, division or sectional budget, expenditures, fund, or revenue records, personnel, time and leave records, production output, census and statistical records, and purchasing and inventory control records.