BUTTE COUNTY OFFICE OF EDUCATION Senior Administrative Assistant in Oroville, California

POSITION 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. CLASS CHARACTERISTICS: 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 managersCoordinate 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 paidMake appointments, maintain appointment schedules and calendars; make travel arrangementsCompose 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 documentsOrder, 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 meetingsArrange for substitutes as neededGather, organize and prepare information for reportsCreate and maintain a variety of files and records; including databases, forms, reports, mailing lists and correspondenceMonitor, verify, balance and adjust accounts; post, assemble and tabulate accounts or budgets as required; collect cash, record transactions and deposit monies as requiredPrepare, code, distribute and file purchase orders and invoicesExplain County Office and school policies and department procedures. May provide orientation and training on procedures and policiesProcess incoming and outgoing mailMigrant Education and Mini-Corps incumbents may be required to communicate in a specific second language, including composing and preparing correspondence and translationTrain, 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 proceduresCoordinate office procedures and operationsUse 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 entryIndependently gather, organize, prepare, review and verify complex information for documents, budgets and reportsProvide back-up support to other office staffMaintain and monitor complex and sensitive records and files including attendance, registration and budgetPerform related duties as assigned QUALIFICATIONS: KNOWLEDGE OF/ABILITY TO: Basic accounting and advance recordkeeping principles and procedures using modern office equipment and softwareLearn and understand the organization and operation of the department and