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Douglas County  1911
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**ADMINISTRATIVE ASSISTANT (SO Admin)
Pay Range GC15S

INTRODUCTION

This classification performs management duties to provide administrative coordination to department programs and services, project or program management requiring budget accountability, contracts, staff research and analysis, budget coordination. Duties require interpretation and application of departmental policies; supervise support staff and has accountability for work performed within unit; serve as assistant to and can speak for department head.

EXAMPLES OF PRINCIPAL DUTIES

(Duties assigned to this classification include, but are not limited to, the following examples. Any one position may not perform all listed tasks.)

1. Provide administrative coordination in planning and coordinating department programs; develop internal control procedures, practices and policies; interpret policy and procedure; meet with and coordinate informational meetings with department staff. Coordinate work unit with other department divisions and programs.

2. Prepare or direct and oversee the preparation of varied and complex reports, fiscal records involving independent research, analysis, surveys, statistical data and administrative studies; make recommendations based on research. Maintain department confidential records and files and manage payroll records.

3. Supervise, coordinate and prioritize work activities of support staff; offer assistance as needed, and determine best solution when problems arise. Ensure compliance with regulatory standards. Assume accountability for work performed within unit. Is involved in selection, work plan preparation, training and evaluation of staff. Interpret policy and procedure.

4. Participate in the department budget process by requesting, coordinating collection and projections of information; monitor fiscal recordkeeping; verify information; develop, administer, and monitor assigned budget areas.

5. Administer and monitor department grants, contracts, subcontracts and leases; establish and maintain related recordkeeping and reports; assist in or coordinate department contracting process, including the development of requests for proposal.

6. Independently plan, prepare and distribute department legal notices, public meeting notices, press releases, publicity, advertising, newsletters, agendas and minutes; participate in administrative coordination of public displays for the department.

7. Represent the department to the public, other departments and agencies and answer questions, solve problems and interpret policies and procedures. Interpret to public and other departments or divisions information requiring a knowledge of department regulations, policy and procedures in order to resolve complex issues.

8. Represent manager or department at meetings; provide assistance role to boards and committees related to department. Participate in management meetings; assist in development of policy and procedure.

9. Assume responsibility for unit computer systems and equipment, data base development and maintenance.

KNOWLEDGE, SKILL AND ABILITY REQUIRED BY THIS POSITION

Knowledge of: Considerable knowledge of principles and practices of administration including fiscal management, budget preparation, personnel and program management; considerable knowledge of fiscal monitoring and budget coordination techniques and procedures; considerable knowledge of contract preparation and administration; considerable knowledge of database development, statistical data collection and research techniques and procedures.  Skill in: Contract and budget preparation; collecting and analyzing data for department operations and programs; report writing and composing correspondence; processing information utilizing automated equipment.  Ability to: Communicate effectively in both oral and written forms; conduct research and establish and maintain records, reports and statistical data; utilize problem identification and resolution techniques; remain calm and use good judgment during confrontational or high pressure situations; make decisions independently in accordance with established policies and procedures, establish new procedures when applicable, and use initiative and judgment in completing tasks and responsibilities; plan, organize, assign, coordinate and review work of staff; maintain confidentiality; courteously meet and deal effectively with other employees, other departments, other agencies, advisory boards, committees, consultants, contractors, vendors and the public.

Education, experience and training: Bachelor's degree in public or business administration or related field which includes coursework in accounting and information systems and two years progressively responsible work experience in management or administration which includes supervisory and/or program management experience OR Associate's degree in business administration and four years progressively responsible work experience in office management, program management and supervisory experience OR six years work related experience which includes supervisory and/or program management experience OR a satisfactory equivalent combination of education, experience and training.

Desirable qualifications: Coursework in accounting and information systems.

SUPERVISORY CONTROLS OF THIS POSITION

Work is performed under the guidance of a department head. The employee works independently in administering a complex area of responsibility and confers with supervisor for professional advice. Discretion is required in applying general goal and policy statements, in development of recommendations, policies and procedures and in resolving program problems. Work is accomplished within a broad framework, with authority and responsibility in area of service. Periodic reviews of work performance are conducted in terms of expected results.

GUIDELINES

Work is performed within departmental policy and procedures; federal, state and county statutes, rules, regulations and ordinances; personnel rules, fiscal and accounting reference materials, software and equipment manuals, specialized reference materials. Employee uses seasoned judgment in interpreting guidelines and contributes to modifications of existing department guidelines by recommending changes or adapting guidelines to problems encountered.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Regular and consistent attendance is required.  Work is performed in an office environment and is generally sedentary; may require bending, gripping with hands and fingers, hearing voice conversations, keyboarding, lifting up to 30 pounds, reaching, sitting, standing, twisting and walking.

 
   
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