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Overview

Job Title: Senior Administrative Assistant

 Job Time Type: Full Time (30 Hours or More)

Job Description: Under minimal supervision of the assigned manager, employees in this classification perform a variety of complex and responsible clerical and basic accounting duties to assure smooth and efficient office operations; may plan, coordinate and organize office activities and coordinate flow of communications for supervisor. Senior Administrative Assistants work independently and research varied sources of data to complete assignments. May direct the clerical and office support functions of the department and review work.

EXAMPLE OF DUTIES: [May include, but is not limited to the following]:

  1. Provide complex and responsible clerical support to assigned managers
  2. Coordinate meeting activities, including room and food arrangements, contacting and monitoring contracts with presenters, designing flyers and tracking financial procedures to ensure presenters and facilities are paid
  3. Make appointments, maintain appointment schedules and calendars; make travel arrangements
  4. Compose and respond, independently or from oral instructions, note or rough draft a variety of materials including interoffice communications, work orders, forms, letters, memoranda, bulletins, charts, flyers, brochures; review and proofread a variety of documents
  5. Order, receive and distribute a variety of supplies and equipment; maintain levels of inventory as
  6. Obtain information on prices of material, equipment and supplies
  7. Take minutes at meetings
  8. Arrange for substitutes as needed
  9. Gather, organize and prepare information for reports
  10. Create and maintain a variety of files and records; including databases, forms, reports, mailing lists and correspondence
  11. Monitor, verify, balance and adjust accounts; post, assemble and tabulate accounts or budgets as required; collect cash, record transactions and deposit monies as required
  12. Prepare, code, distribute and file purchase orders and invoices
  13. Explain County Office and school policies and department procedures. May provide orientation and training on procedures and policies
  14. Process incoming and outgoing mail
  15. Migrant Education and Mini-Corps incumbents may be required to communicate in a specific second language, including composing and preparing correspondence and translation
  16. Train, direct, schedule, delegate and review work of department clerical staff. Provide secondary evaluation input to management for clerical staff. Perform receptionist duties; screen calls and visitors and refer inquiries to appropriate personnel; respond to complaints and requests for information based upon departmental policies and procedures
  17. Coordinate office procedures and operations
  18. Use a computer for the purpose of creating a wide variety of material including reports, flyers, grants, charts and general correspondence from rough draft, transcribing equipment or verbal instructions; utilize spreadsheets, data retrieval and data entry
  19. Independently gather, organize, prepare, review and verify complex information for documents, budgets and reports
  20. Provide back-up support to other office staff
  21. Maintain and monitor complex and sensitive records and files including attendance, registration and budget
  22. Perform related duties as assigned

QUALIFICATIONS:

KNOWLEDGE OF/ABILITY TO:

  1. Basic accounting and advance recordkeeping principles and procedures using modern office equipment and software
  2. Learn and understand the organization and operation of the department and outside agencies as necessary to assume assigned responsibilities
  3. Establish, maintain and oversee filing systems
  4. Perform basic mathematical calculations quickly and accurately
  5. Proper English usage, spelling, grammar and punctuation
  6. Business letter writing techniques
  7. Use modern office technology. Must possess advanced computer skills and have the ability to learn and use various software programs
  8. Type accurately at a minimum of 60 words per minute with a maximum of 3 errors
  9. Communicate clearly and concisely, both orally and in writing
  10. Understand and carry out oral and written instructions
  11. Perform requirements of the job with reasonable accommodation
  12. Establish and maintain effective working relationships with those contacted in the course of work
  13. Compose routine correspondence independently
  14. Understanding of and the ability to compile and maintain financial and database records and independently prepare complex financial, statistical and narrative records, files and reports
  15. Coordinate meeting or conference arrangements
  16. Understand, interpret and apply a body of technical information beyond office policies and procedures
  17. Train, direct and review work of assigned clerical staff
  18. May be required to communicate in a specific second language, including composing and preparing correspondence and translation when working for the Migrant Education and Mini Corps programs

EXPERIENCE AND TRAINING:

High School diploma or equivalent and experience that indicates possession of the knowledge and skills necessary to perform the duties listed above, including three (3) years responsible clerical office experience or completion of specialized clerical courses or certified secretarial program and two (2) years responsible clerical office experience.

Hiring Requirements: Background Checks

Education Level: High School Diploma or Equivalent

Minimum Salary: 21.93 Hour                Maximum Salary: 32.40 Hour

Pay Comments: DOE (Depends on Experience)

Job Application Methods Accepted: Via Company Website (Address provided below)

Company Website: http://www.edjoin.org/

How to Apply: Visit: https://www.edjoin.org/Home/DistrictJobPosting/1365718 Online applications only; no paper copies will be accepted. All online applications must be accompanied by the following attachments;

Incomplete applications will not be accepted

  • Cover Letter
  • Resume
  • Three letters of recommendation required, current letters preferred

Employer Information:

BUTTE COUNTY OFFICE OF EDUCATION

1859 Bird Street

Oroville, CA 95965

Minimum Education and Experience

Minimum Months of Experience: 24
Education Required: High School
Driver's License Required: Yes
Hiring Requirements for this Job:
  • Background Checks
  • Minimum Hourly Wage: 21.93
    Maximum Hourly Wage: 32.40