Job & Business Opportunities

Job Summary

This classification is primarily responsible for performing a variety tasks in the following areas: Enterprise Management Support; Program, Policy, and Procedure Review, Analysis, and Support; Document and Correspondence Preparation; Information Tracking and Reporting; Public Information Services, Project Oversight and Management; and Staff Oversight. This is the entry-level classification in this series, and is typically the trainee level. 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 general supervision, wherein the assigned duties require the exercise of judgment or choice among pre-established actions, sometimes without clear precedents and with concern for the consequences of the action. The employee may or may not work in close proximity to his/her supervisor.

Supervision Exercised: This class does not supervise.

Distinguishing Characteristics

N/A

Essential Functions

A. Enterprise Management Support (SAP)
Duties may include:
Assist department with SAP input, research, and troubleshooting. Provide technical and/or research assistance in training, mentoring, and coaching to coworkers and other District staff. Assist in system configuration and modification for department. Other duties as assigned.

B. Program, Policy, and Procedure Review, Analysis, and Support
Duties may include:
Responsible for administering assigned programs and policies for department. Understand and follow complex oral and written instructions related to interpretation of the law. Coordinate with other departments to ensure compliance. Prioritize workload effectively and meet critical deadlines. Develop, monitor, and generate monthly reporting for department and General Manager related to programs and policy. Consult with external agencies and private industry to obtain information and resolve issues relative to policies and programs. May assist in the preparation and monitoring of the departmental budget and other fiscal matters. Develop, prepare, and/or revise policies and procedures. Handle projects related to grants, equipment, supplies, personnel, and equipment purchasing. Other duties as assigned.

C. Information Tracking and Reporting
Duties may include:
Scan, e-file, and maintain accurate and well organized electronic records. File and maintain hard copy files. Data entry of information into system. Track and manage database information. Develop customized spreadsheets with mathematical formulas; analyze data. Create, review, and distribute departmental reports of various types. Other duties as assigned.

D. Public Information Services
Duties may include:
Coordinate meetings; participate and notice all attendees of date, time, and location. Reserve facilities and equipment using scheduling software and District forms. Prepare public notices for advertisement and for posting on the District’s website. Answer questions from District employees, the public, and vendors as appropriate. Access and download documents and information from the Internet. Other duties as assigned.

E. Project Oversight and Management
Duties may include:
Establish project tracking and review systems for assigned projects. Delegate, monitor, and review project-related work. Update management and staff on project progress. Manage materials and resources for projects, coordinating with other departments as required. Other duties as assigned.

F. Staff Oversight
Duties may include:
Assign and monitor work progress of department staff as required. 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:

• Intermediate statistical analysis.


• Methods and techniques of tracking, recording, and presenting statistical data.


• Practical application of computers and peripheral equipment.


• English grammar, punctuation, spelling, and usage.


• General methods of tactful public communication.


• Applicable federal, state, and local laws, rules, and regulations pertaining to the specialized work assignment.


• Research methodology and data analysis.

• Review and evaluate administrative practices, policies, procedures, and problems.


• Read, interpret, and apply District rules, procedures, and provisions of contracts.


• Prioritize and deal with conflicting workload requirements.


• Handle all internal/external contacts with courtesy, diplomacy, and tact.


• Read, analyze, and interpret District policies, 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.


• Deal with difficult people and situations.


• Learn District and departmental operating policies and procedures.


• Learn departmental systems, methods, specific tasks, and procedures.


• Speak clearly and communicate messages to appropriate individuals.


• Organize information clearly and precisely.


• Perform intermediate mathematical calculations, including ratios and
  percentages.


• Apply customer service skills, representing the District in a positive way while working with the public.


• Learn SAP system processes related to department and job.


• Extract statistics and written information from reports and transfer to other documents.


• Explain information to others.


• Work well with others.

• 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:
One year of professional administrative experience that included duties in budget preparation; research, development, and implementation of policies, programs, organization, and work procedures; and/or office management over a variety of administrative support functions.

Required Prior Education:
A Bachelor’s Degree in Business or Public Administration, Accounting, Management, or a related field. Six years of additional qualifying experience may substitute for the required education.