Administrative Assistant - (Sheriff's Department)

Job Description:

Administrative Assistant - (Sheriff's Department)

Description

Job Details

Under general direction, performs and coordinates a wide variety of complex and specialized administrative, secretarial, and office support activities for county department head and/or other county executive; gathers, prepares, and provides sensitive and/or complex information to other county departments, outside agencies, and the public; provides administrative support for county and/or department budget and fiscal functions as assigned; may support other county departments on special projects/assignments as assigned; and performs related duties as assigned.

Minimum Qualifications

Education and Experience:
Three (3) years of responsible work experience performing a variety of administrative and office support work, including substantial experience in a public contact position.
Additional directly related education and/or experience may be substituted.

General Recruitment Information

This is not exhaustive of all job responsibilities. For more details, please refer to the link provided below.

To view the complete job description, you have two options: Either visit https://www.governmentjobs.com/careers/lakecountyca/classspecs or simply click on this link.

The information presented in job postings, job descriptions, or recruitment materials does not form a legally binding contract, either explicit or implicit. Benefits may differ among different employee groups. The details provided in these materials are subject to change or cancellation without prior notification. Prospective employees of the County of Lake must undergo the County's pre-employment medical review program upon receiving a conditional job offer before assuming their position with the County.

Applicants may substitute relevant experience and/or education at a 2 to 1 ratio to fulfill minimum qualifications. For further details, individuals should reach out to the Human Resources department.

ADA Accommodations

Individuals in need of accommodation during the application and/or selection process under the Americans with Disabilities Act (ADA) should reach out to County of Lake Human Resources at (707) 263-2213.

The County is an Equal Opportunity-Affirmative Action Employer

Veteran's Preference

ADMINISTRATIVE ASSISTANT

DEFINITION

Under general direction, performs and coordinates a wide variety of complex and specialized administrative, secretarial, and office support activities for county department head and/or other county executive; gathers, prepares, and provides sensitive and/or complex information to other county departments, outside agencies, and the public; provides administrative support for county and/or department budget and fiscal functions as assigned; may support other county departments on special projects/assignments as assigned; and performs related duties as assigned.

DISTINGUISHING CHARACTERISTICS

This is a specialized classification that provides administrative secretarial, and office support for county department head, and/or other county executive. Incumbents perform a wide variety of complex administrative, executive support, and/or secretarial duties requiring independence and discretion.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from department head and/or management staff, depending on area of assignment. Exercises no direct supervision over staff. May provide lead direction, work coordination, and training, as assigned.

EXAMPLES OF ESSENTIAL DUTIES

Class specifications are intended to present a descriptive list of the scope of duties performed by employees in this class and are not intended to reflect all duties performed within the job.

• Serves as primary administrative staff support for a County department head and department.
• Performs and coordinates a wide variety of difficult, complex, and specialized administrative office and executive support assignments.
• Provides advanced public information and relations including, but not limited to, receiving office visitors and telephone calls, and providing comprehensive information about policies, functions and procedures to the public, press, and other government agencies; as appropriate, refers requests to appropriate staff.
• Assists with the development and administration of county-wide or departmental budgets; ensures that expenditures are tracked correctly.
• Prepares emergency requests for funds and follows-up to ensure delivery of checks to appropriate recipients.
• Attends budget hearings and takes minutes.
• Assists with revising, copying, and distributing budget manuals and forms.
• Establishes and updates information retrieval systems.
• Gathers, assembles, compiles, organizes, and tabulates complex data and information.
• Prepares, maintains, edits, and reviews correspondence, reports, memoranda, reports, records, and other documents.
• Prepares, reviews, submits, and maintains departmental records and generates reports, as needed.
• Researches historical information as needed and/or requested.
• Indexes a variety of materials for reference.
• Prepares purchasing documents and facilitates purchasing procedures.
• May assist the public with various application procedures, including preliminary review of material submitted to support applications.
• May lead and/or coordinate the work of assigned staff.
• May provide support for, and/or work on special projects, reports, studies, or publications, as assigned.
• May develop and/or assist with the development of employee recognition and outreach programs.
• May provide administrative support for the Grand Jury.
• Performs related duties as assigned.

MINIMUM QUALIFICATIONS
Knowledge of:

• Applicable federal, state, and local ordinances, laws, rules, and regulations, policies and procedures.
• Establishment and maintenance of files and information retrieval systems.
• Modern office procedures and administrative support methods.
• Principles and methods of budget development, submission, and control.
• Public and community relations.
• Purchasing methods and procedures; account and statistical record keeping.
• Customer service principles and techniques.
• Filing and recordkeeping principles and methods.
• Applicable business equipment, databases, and software applications, as assigned.
• Basic arithmetic concepts.
• Proper English spelling, grammar, and punctuation.

Ability to:

• Perform a variety of difficult, complex, and specialized executive administrative support work with minimal guidance and supervision.
• Read, understand, and apply department policies and procedures.
• Prepare, gather, organize, maintain, and update data, information, records, reports, and other documents.
• Provide support for maintenance and control of budgets.
• Perform fiscal and account record keeping work.
• Communicate effectively, orally and in writing.
• Follow oral and written directions accurately.
• Deal tactfully and courteously with the public and other staff.
• Utilize a computer, relevant software applications, and/or other equipment as assigned.
• Deal tactfully and courteously with the public, regulatory agencies, and other county staff.
• Regularly work well under pressure, meeting critical deadlines.
• Constantly demonstrate cooperative behavior with colleagues, supervisors, customers, and the public.

Education and Experience:
Three (3) years of responsible work experience performing a variety of administrative and office support work, including substantial experience in a public contact position. Additional directly related education and/or experience may be substituted.
WORKING CONDITIONS, ADA, AND OTHER REQUIREMENTS
The County of Lake is an equal opportunity employer and will comply with its obligations under the law to provide equal employment opportunities to qualified individuals with disabilities. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Incumbents generally work in a typical office environment with adequate light and temperature. There may be occasional exposure?to?extreme temperatures, loud noise, fumes, noxious odors, dust, mist, gases, and poor ventilation; underground, confined, or restricted?workspaces; and heights more than five stories above ground level.?Incumbents may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

Positions in this class typically require: sitting, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, talking, hearing, seeing, and repetitive motions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Light Work: Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.

Positions in this class may require local and statewide travel as necessary.

A successful candidate will be required to submit to and pass a background check prior to the appointment. Depending upon the position and/or assigned department, the background check may include but is not limited to civil and criminal history check, reference check, Live Scan, and/or credit check (as allowed under state law).

Disaster Service Workers: As members of the County of Lake Emergency Services Organization, all Lake County employees are designated as Disaster Service Workers during a proclaimed emergency and may be required to perform certain emergency services at the direction of the department and / or County.

The contents of this class specification shall not be construed to constitute any expressed or implied warranty or guarantee, nor shall it constitute a contract of employment. The County of Lake assumes no responsibility beyond the general accuracy of the document, nor does it assume responsibility for any errors or omissions in the information contained herein. The contents of this specification may be modified or revoked without notice. Terms and conditions of employment are determined through a “meet and confer ” process and are subject to the Memorandum of Understanding currently in effect.

RETIREMENT - County employees are members of the California Public Employee Retirement system (CalPERS).CalPERS provides a defined benefit pension at retirement for County employees.The pension formulas and employee contribution amounts may vary by bargaining unit, date of hire, prior qualifying service, and classification. Please contact Human Resources for more information.

HEALTH AND INSURANCE BENEFITS - Medical, dental, hospital, vision, life and disability coverage is available to employees and their dependents. The County contributes $1,500 of the monthly premiums for the insurance plan options.

VACATION ACCRUAL may be adjusted for current city or county government employees.

VACATION - 80 hours per year during the first five years of service, 120 hours per year after five years, and additional accruals based on years of service beyond fifteen years. Pro-rated for part-time employees.

SICK LEAVE - Accrues at a rate of 96 hours per year. Pro-rated for part-time employees.

HOLIDAYS- An average of twelve paid 8-hour holidays per year. Pro-rated for part-time employees.

SALARY - Lake County has an adopted salary schedule. The salary range for most classifications is in five increments with a provision for longevity increases. Appointments are normally made at the first step of the salary range.

SOCIAL SECURITY - County employees participate in Social Security.

CALIFORNIA STATE DISABILITY INSURANCE - SDI is available to some County employees.

DEFERRED COMPENSATION PLANS and CREDIT UNION MEMBERSHIPS are available to County employees.

Closing Date/Time: 5/31/2025 5:00 PM Pacific

Salary:

$41,142.40 - $50,003.20 Annually