Job & Business Opportunities

Job Summary

This classification is primarily responsible for performing tasks in the following areas: Information Tracking, Recording, and Reporting; Reception and Information Services; Supervisory/Administrative; Document and Correspondence Preparation; Calendar/Meeting Management and Support; and Payroll/Supply/Shipping Support. This is the advanced journey, highly specialized and/or lead level within this series, responsible for the most complex assignments. Some positions may perform full supervisory duties but do not do so for a preponderance of time. Work mainly involves the review of information, including summarization, analysis, interpretation, and re-presentation in a different format.

Supervision

Supervision Received: This class works under direction, wherein the employee receives general instructions regarding the scope and approach to projects or assignments, but procedures and techniques are left to the discretion of the employee.

Supervision Exercised: This class may provide direct and/or indirect supervision to lower level personnel; however, this supervisory responsibility is not the primary purpose of the class.

Distinguishing Characteristics

N/A

Essential Functions

A. Information Tracking, Recording, and Reporting
Duties may include:
Compile and update revisions to departmental calendars and/or Board action calendar. Update General Manager assignments index for executive staff members. Receive, open, and distribute mail. Use tickler file system to track upcoming meetings and due dates for assignments. Monitor department expenditures. Keep status reports on department projects and programs. As needed, track and report on special information. Prepare special reports, gathering and summarizing information as required. Establish unit or department records management requirements, systems, and policies. Assist in budget preparation and budget reporting. Other duties as assigned.

B. Reception and Information Services
Duties may include:
Assist in handling phone inquiries from members of the public and District employees. On occasion, meet and greet persons from the outside attending District meetings. Answer questions and provide information to staff and the public as authorized. Furnish and obtain information from outside representatives. Receive and screen phone calls and visitors for the executive and other department staff. Answer routine questions and obtain and furnish information to save executive and staff time. Other duties as assigned.

C. Supervisory/Administrative
Duties may include:
Coordinate, prioritize, and assign work projects to staff. Monitor and review work assignments. Monitor workflow of department to ensure proper workload of all staff. Prepare performance evaluations for subordinates. Provides guidance on District policies and procedures. Provide updates and revisions to clerical procedures. Organize and expedite work flow through department, assigning tasks to administrative staff as appropriate. Coordinate with staff within and outside of the department on work deadlines and requirements to ensure meeting of deadlines. Perform supervisory functions, including assisting in hiring, performance evaluations, and recommendations for training. Other duties as assigned.

D. Document and Correspondence Preparation
Duties may include:
Prepare letters, memos, and report materials for department staff on various subjects. Review incoming documents, letters, and forms for accuracy and completeness. Prepare registration materials for conferences; make travel arrangements. Prepare, edit, and review data for documents, proposals, bids, and purchase orders. Research and resolve difficulties with document preparation. Ensure time sensitive documents are given appropriate priority. Assist in set-up of advanced word-processing departmental tasks. Provide written response for executive signature by researching, coordinating, and gathering information and then drafting responses to various inquiries and requests. Coordinate executive’s documents and correspondence to ensure proper handling, formatting, and timely submissions. Transcribes executive and confidential dictations. Prepares letters and correspondence for department personnel that is of a unique or confidential manner. Prepare complex correspondence, reports, and presentations for staff review then ensures proper editing and finalization. Prepare monthly briefings and reports. Prepare presentations, graphs, and charts using PowerPoint and other presentation software. Prepare Board issue papers for staff review then ensures proper editing and finalization. Other duties as assigned.

E. Calendar/Meeting Management and Support
Duties may include:
Monitor and revise calendar for executive, management, and departmental staff. Schedule division meetings, staff meetings, and Service Efficiency Review Committee meetings. Arrange and schedule meeting rooms; prepare event set-up notices when needed. Order food for meetings and arrange for delivery and payment of food. Review meeting agendas and process minutes. Duplicate information packets or delegate. Attend meetings as requested, taking notes or minutes. Arrange for representation in lieu of executive as requested on various inter- and intra-department committees, interfacing with management and staff, both internally and externally. Other duties as assigned.

F. Payroll/Supply/Shipping Support
Duties may include:
Collect and assemble timesheets from executive management staff members and department staff. Enter timesheet data using payroll software. Resolve timesheet errors. Prepare timesheet edit report and review report for accuracy against individual timesheets. Assemble timesheets and edit report for signature by department manager or executive management. Submit signed payroll to the Finance Department for processing. Review, validate, and process invoices and billings. Receive invoices and billings for processing. Research billings for proper purchase order number, cost center and GL or WBS number. Enter billing information into software for payment. Research and troubleshoot MIGO errors. Other duties as assigned.

Job Demands

Physical and Mental Requirements:

• Mobility: frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting.


• Lifting: frequently up to 10 pounds; occasionally up to 25 pounds.


• Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.


• Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching.


• Hearing/Talking: frequent hearing and talking, in person and on the phone.


• Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone.


• Environmental: frequent exposure to noise.

Knowledge and Abilities

Required Knowledge of:

• Record keeping and filing methods.


• Basic statistical analysis.


• Methods and techniques of conducting analytic studies of administrative and management practices.


• Practical application of computers and peripheral equipment.


• Correct English grammar, punctuation, and spelling.


• Supervisory skills and methods.

• Word processing of at least 60+ wpm.


• Supervise and manage staff that may not be in same physical location.


• Prioritize and deal with conflicting workload requirements.


• Handle conflicts with courtesy, diplomacy, and tact.


• Handle members of the public and other businesses and agencies with courtesy, diplomacy, and tact.


• Read, analyze, and interpret general business publications and professional journals, technical publications, and government regulations.


• Write reports, business correspondence, and procedure manuals.


• Effectively present information and respond to questions from groups, managers, customers, and the general public.

• Common word processing software.


• Common spreadsheet software.


• Common database applications.


• Accounting or operations software functionality.


• Email, contact management, and scheduling software.


• Project management software.


• Presentation software.

Minimum Qualifications — Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Required Prior Experience:
Three years of office experience with one year of experience at the advanced journey level.

Required Prior Education:
A High School diploma or equivalent and one year of related business school, technical education, or training.