Please note: You may be required to take a written Senior Administrative Assistant exam. You will be sent an email through Edjoin.org with a testing date. Applicants that pass the test are not guaranteed advancement in the selection process.
JOB TITLE: Senior Administrative Assistant - Fiscal Services
WORK YEAR: Full-Time: 12 Months/ 260 Days (prorated based on date of hire)/ 7.5 hours per day
START DATE: As soon as possible after interviews
SALARY: Salary Schedule 6A, Range 21, $20.37 - $30.10 per hour. Placement dependent on experience. Stipend pay for Associate’s $250 annually, or Bachelor’s $400 annually, or Master’s $750 annually, or Doctorate $1,000 annually.
AREA OF ASSIGNMENT: Fiscal Services, Oroville, CA
BENEFITS: Generous benefits package that includes Medical, Dental, and Vision
for employee and dependents. Sick and vacation leave accrued.
Life Insurance provided for employee. This position qualifies for CalPERS retirement
HOW TO APPLY: Visit: https://www.edjoin.org/Home/DistrictJobPosting/1239194
DEADLINE: Open until filled
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.
Positions at this level perform a variety of complex and responsible clerical duties including basic accounting duties involving maintenance of records and files. Incumbents at this level train, direct, schedule, delegate and review work of clerical staff and coordinate the clerical and office support functions of the department to which assigned. Incumbents at this level require previous clerical and basic accounting experience involving an advanced skill level of records and office management. The Senior Administrative Assistant may provide secondary evaluation input.
EXAMPLE OF DUTIES: [May include, but is not limited to the following]:
Provide complex and responsible clerical support to assigned managers
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
Make appointments, maintain appointment schedules and calendars; make travel arrangements
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
Order, receive and distribute a variety of supplies and equipment; maintain levels of inventory as required.
Obtain information on prices of material, equipment and supplies
Take minutes at meetings
Arrange for substitutes as needed
Gather, organize and prepare information for reports
Create and maintain a variety of files and records; including databases, forms, reports, mailing lists and correspondence
Monitor, verify, balance and adjust accounts; post, assemble and tabulate accounts or budgets as required; collect cash, record transactions and deposit monies as required
Prepare, code, distribute and file purchase orders and invoices
Explain County Office and school policies and department procedures. May provide orientation and training on procedures and policies
Process incoming and outgoing mail
Migrant Education and Mini-Corps incumbents may be required to communicate in a specific second language, including composing and preparing correspondence and translation
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
Coordinate office procedures and operations
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
Independently gather, organize, prepare, review and verify complex information for documents, budgets and reports
Provide back-up support to other office staff
Maintain and monitor complex and sensitive records and files including attendance, registration and budget
Perform related duties as assigned
KNOWLEDGE OF/ABILITY TO:
Basic accounting and advance recordkeeping principles and procedures using modern office equipment and software
Learn and understand the organization and operation of the department and outside agencies as necessary to assume assigned responsibilities
Establish, maintain and oversee filing systems
Perform basic mathematical calculations quickly and accurately
Proper English usage, spelling, grammar and punctuation
Business letter writing techniques
Use modern office technology. Must possess advanced computer skills and have the ability to learn and use various software programs
Type accurately at a minimum of 60 words per minute with a maximum of 3 errors
Communicate clearly and concisely, both orally and in writing
Understand and carry out oral and written instructions
Perform requirements of the job with reasonable accommodation
Establish and maintain effective working relationships with those contacted in the course of work
Compose routine correspondence independently
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
Coordinate meeting or conference arrangements
Understand, interpret and apply a body of technical information beyond office policies and procedures
Train, direct and review work of assigned clerical staff
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.
Dexterity of hands and fingers to operate a computer keyboard
Seeing to read a variety of materials
Hearing and speaking to exchange information
Sitting for extended periods of time
Lifting, carrying, pushing and pulling objects up to 25 pounds
Bending at the waist, kneeling or crouching to shelve and retrieve materials
Reaching overhead, above the shoulders and horizontally
Reasonable accommodation may be made to enable a person with a disability to perform the essential functions of the job.
NOTE: This list of essential functions and physical requirements is not exhaustive and may be supplemented as necessary in accordance with the requirements of the job.
To comply with the Immigration Reform and Control Act of 1986, all new employees must provide proof of identity and authorization to work in the United States.
FINGERPRINTING FOR CONDUCTING A BACKGROUND INVESTIGATION IS REQUIRED (and completed upon offer of employment)
TO APPLY: Visit: https://www.edjoin.org/Home/DistrictJobPosting/1239194 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):
Three letters of recommendation required, current letters preferred
Typing Certificate 60 WPM with maximum of 3 errors
Affirmative Action/Equal Employment Opportunity/Handicapped IX Employer
Deaf individuals may use the toll-free California Relay Service (CRS). If you have a TTY: (530) 532-5650. If you do not have a
TTY: 1-800-735-2922. Upon CRS connection, ask for 530-532-5785 for more information about this recruitment.
Do not contact this company in solicitation of any product or service.