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Senior Administrative Assistant

Town Of Windsor
Windsor, CA Full-time
Posted on May 8, 2019

Senior Administrative Assistant

Description

The Town:
The award-winning Town of Windsor is located in Sonoma County and offers the highly acclaimed wine country experience, along with economic opportunity, temperate weather, safe and well-maintained streets and parks, and a beautiful location.  The Town has a population of 27,000 and is situated 63 miles north of San Francisco, 20 miles east of the Pacific Ocean, and 8 miles northwest of the County Seat in Santa Rosa. Incorporated as a common law city in July 1992, Windsor provides a modern, relaxed lifestyle with a growing retail and industrial center for the North County.  The Town is currently on a 4/10 work schedule from Monday through Thursday, and is closed on Friday, allowing employees more time to enjoy a work-life balance.


Definition
Under general supervision, provides varied office administrative assistance for the implementation and monitoring of specific departmental/divisional programs; provides information externally and internally regarding Town/departmental policies and/or procedures; performs varied technical and non-technical support work for the department to which assigned such as service coordination, word processing, data entry, report preparation, records management, and work order processing; and performs related duties as required.

Supervision Received And Exercised
Receives general supervision from assigned supervisory or management personnel. May exercise direct supervision of lower-level staff.

Class Characteristics
This is the advanced journey level class within the administrative assistant series. Incumbents perform a variety of specialized and confidential administrative support work for an assigned Town department, including coordinating assigned programs and projects, providing general information to the public, and other administrative, budgetary, database, and support work. This class is distinguished from the Management Analyst in that the latter requires an ability to plan, implement, and manage programs and special projects and demonstrates higher level knowledge and skills.

Examples of Duties

 

 

Essential Duties And Responsibilities: (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

  • Plans, organizes, and executes administrative assignments and special projects related to assigned area of responsibility, including assisting with budget preparation, planning, and implementation; maintaining accurate and detailed records; verifying accuracy of information; researching discrepancies and recording information.
  • Researches, compiles, and analyzes information; prepares specialized analytical reports relating to a core function of a departmental operation.
  • Prepares, submits, and receives claims and requisitions; obtains quotes for specialized supplies and equipment; and/or authorizes payments and purchases.
  • Prepares, posts, publishes, and records legal notices.
  • Serves as secretary to various committees, commissions, and task forces; prepare, copy, and distribute meeting agendas, and related materials, minutes, resolutions, and other formal documents; attend assigned meetings and take notes; transcribe notes into minutes; coordinate transfer of materials to the Town Clerk's office for review by the Town Council.
  • Coordinates and schedules meetings, appointments, and speaking engagements for departmental personnel, appointed boards and commissions; arranges for meeting rooms and may attend meetings and take minutes.
  • Serves as a liaison, through a variety of mediums, between key department personnel and other Town departments and the general public.
  • Addresses concerns, inquiries, and complaints from the general public and takes appropriate action to ensure an expedient and satisfactory resolution.
  • Conducts research of State and Federal codes and statutes and other regulatory policies and procedures related to department projects.
  • Develops, verifies, and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
  • Processes and provides information regarding contracts and insurance documents.
  • Coordinates travel arrangements and accommodations for department personnel and submits all related paperwork.
  • Schedules and coordinates activities and operations of a Town facility or facilities, including arranging for appropriate staffing.
  • Coordinates the completion of one or more departmental processes with little to no supervision; may include contract administration, applications, licenses, insurance documents, and permits.
  • Plan, organize, and carry out administrative assignments; collect, compile, and analyze information from various sources on a variety of specialized topics related to programs in assigned area.
  • Provides technical and functional direction to assigned staff; reviews and controls quality of work; assists in completing employee evaluations; and assists in the selection and hiring of new staff.
  • Compile office policy and procedure manual and maintain for department reference.
  • Organizes and maintains various administrative, confidential, reference, imaging, and follow-up files; purges files as required.
  • Prepares, copies, and distributes a variety of documents, including agendas, bid packages, contracts, and specifications; ensures proper filing of copies in departmental or central files.
  • Screens calls, visitors, and mail; responds to complaints and requests for information; assists in interpreting and applying regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from public; enters/tracks public calls into appropriate computer databases; directs callers to appropriate Town staff via switchboard or dispatching using a two-way radio as necessary; assists public at front counter and directs public to appropriate locations/staff.
  • Composes, types, transcribes, researches, formats, and proofreads a wide variety of correspondence, minutes, reports, letters, and memoranda; types from rough drafts, verbal instructions or transcribing machine recordings; checks drafts for punctuation, spelling, and grammar; makes or suggest corrections to drafts.
  • Gathers, assembles, updates, and distributes a variety of department or Town specific information, forms, records, and data as requested, including updating the website.
  • Receives, opens, time stamps, sorts, and distributes incoming and interdepartmental mail; prepares and distributes outgoing mail.
  • Makes copies; collates materials; files copies of letters, memoranda, reports, and other materials in department and/or central files.
  • Attends meetings, conferences, workshops, and training sessions and reviews publications and materials to remain current on principles, practices, and new developments in assigned work area.
  • Performs other duties as assigned.

Typical Qualifications

Knowledge of:

  • Basic principles and practices of employee supervision.
  • Organization and function of public agencies, including the role of an elected Town Council and appointed boards and commissions.
  • Applicable codes, regulations, policies, and technical processes and procedures related to the department to which assigned.
  • Modern office administrative and secretarial practices and procedures, including the use of standard office equipment.
  • Business letter writing and the standard format for reports and correspondence.
  • Principles and practices of data collection and report preparation.
  • Business arithmetic and basic statistical techniques.
  • Basic principles of record keeping and cash handling.
  • Computer applications related to the work, including word processing, web design, database, and spreadsheet applications.
  • English usage, grammar, spelling, vocabulary, and punctuation.
  • Techniques for dealing effectively with the public, vendors, contractors, and Town staff, in person   and over the telephone.
  • Techniques for providing a high level of customer service to the public and Town staff, in person and over the telephone.

Ability to:

  • Plan, schedule, assign, and oversee activities of assigned staff.
  • Inspect the work of others and maintain established quality control standards.
  • Train others in proper work procedures.
  • Identify and implement effective course of action to complete assigned work.
  • Perform responsible administrative and secretarial support work with accuracy, speed, and minimal supervision.
  • Provide varied, confidential, and responsible secretarial and office administrative work requiring the use of independent judgment, tact, and discretion.
  • Understand the organization and operation of the Town and of outside agencies as necessary to assume assigned responsibilities.
  • Learn, interpret, and apply administrative and departmental policies and procedures.
  • Respond to and effectively prioritize multiple phone calls, walk-up traffic, and other requests and interruptions.
  • Compose correspondence and reports independently or from brief instructions.
  • Organize, maintain, and update office database and records systems.
  • Make accurate arithmetic, financial, and statistical computations.
  • Enter and retrieve data from a computer with sufficient speed and accuracy.
  • Take notes rapidly and accurately; transcribe own notes.
  • Organize own work, coordinate projects, set priorities, meet critical time deadlines, and follow-up on assignments with a minimum of direction.
  • Operate modern office equipment including computer equipment and software programs.
  • Use English effectively to communicate in person, over the telephone, and in writing.
  • Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
  • Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.