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Departmental Assistant

Salary: Departmental Assistant (#2165)

$20.58-$25.12 hourly / $3,579-$4,369 monthly / Range: 5396

Departmental Assistant-Restricted (#2166)

$21.31-$26.01 hourly / $3,706-$4,524 monthly / Range: 5466

DEFINITION: Under general supervision, provides technical-level support to departmental administrative function or program operations; coordinates activities with staff, other County offices, clients, and vendors; and performs related duties as required.

DISTINGUISHING CHARACTERISTICS: This class is characterized by the responsibility for data compilation and evaluation and coordination of work activities to ensure continuity in program or administrative operations. The work of this classification involves moderately difficult technical and complex clerical activities. It requires application of specialized rules, procedures, and processes specific to a particular program or operation, which is either narrow in focus or performed within prescribed guidelines. Typically, the work is associated with a department's program or internal administrative function. Incumbents may supervise staff assigned to perform standard or routine program support activities. This classification is distinguished from Departmental Assistant, Senior, by the latter's greater independence of action, breadth of responsibility, and regular assignments involving the performance of complex technical or routine professional tasks.

EXAMPLES OF DUTIES:

1. Performs moderately complex, technical-level duties, which may include collection, compilation, evaluation, and reporting of department-specific program or administrative information; manages departmental databases by ensuring quality control of database or spreadsheet information, troubleshooting software difficulties, and training/supervising users.
2. Coordinates program area(s) focused on a segment(s) of the department's operations or administrative support activities such as personnel services, accounting, purchasing, building repair, and office automation.
3. Assists in the development of budget documents by calculating regular or ongoing revenue and relatively constant expenditures based on review of reference materials (e.g., expenditure reports or prior year's budgets) and standard or fixed forecasting formula; researches cost of specified goods; performs additional technical fiscal support in program/accounting audit research and billing for services or required program fees.
4. Responds to public inquiries regarding program procedures, accounts receivable, departmental operations, and available services, as well as public information requests.
5. Drafts written procedures to implement adopted policy or to clarify and describe standard practices; writes standard narrative reports; designs and improves forms, work procedures, and program tracking procedures; prepares grant application and reimbursement documentation; and coordinates publication and dissemination of such material.
6. May be assigned responsibility for attending meetings on behalf of higher level technical, professional, or management staff, serving as site coordinator for department and County-wide projects and programs (e.g., safety, employee recognition, training, recycling, charities), or supervising clerical employees.

EMPLOYMENT STANDARDS:

1. Three years of advanced journey-level clerical experience, including data collection and compilation into standard or pre-established financial and/or written reports, as well as experience making routine decisions in accordance with established procedures, regulations, and laws; or,
2. three years of experience equivalent to Office Assistant, Senior with Santa Barbara County, including data collection and compilation into standard and/or pre-established financial or written reports, as well as experience making routine decisions in accordance with established procedures, regulations, and laws; or,
3. a combination of training, education, and experience that is equivalent to one of the employment standards listed above and that provides the required knowledge and abilities.

A bachelor's degree in public or business administration, accounting, or related field may be substituted for two years of the required clerical experience.

Additional Requirements: A California Class C Driver's License may be required for some positions. Independent travel between work sites and County facilities may be required.

Knowledge of: data compilation and routine evaluation practices and techniques; report, correspondence, and procedure writing practices and techniques; basic arithmetic; public contact techniques; office practices; automated and manual records management practices; forms design; document formatting techniques; office equipment operation; use of standard office automation software; supervisory practices as applicable to assignment; and English usage and grammar.

Skill in: the use of computer keyboards and peripheral equipment.

Ability to: understand, apply, and explain procedures; organize and prioritize work assignments; exercise discretion and independent judgment; evaluate situations, make routine decisions, and resolve through the application of procedures, regulations, and laws; communicate both verbally and in writing; perform arithmetical and simple statistical calculations; review, evaluate, and modify clerical work methods; establish and maintain working relationships with clients, customers, and representatives of other divisions/departments; collect and evaluate data, draw conclusions, and make recommendations; prepare a variety of written documents; use office automation tools; project consequences of decisions; and maintain confidentiality of information.



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