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Departmental Assistant, Senior

Salary: Departmental Assistant, Senior (#2168)

$22.73-$27.75 hourly / $3,954-$4,827 monthly / Range: 5596

Departmental Assistant, Senior-Restricted (#2169)

$23.54-$28.74 hourly / $4,094-$4,998 monthly / Range: 5666

DEFINITION: Under general direction, provides technical-level support to departmental administrative services or program operations; and 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 analysis, and coordination of work activities to ensure continuity in program or administrative operations. The work of this classification primarily involves complex technical and routine professional-level activities. It requires application of specialized rules, procedures, and processes specific to a particular program or operation, which may be narrow in focus but performed without prescribed guidelines. This class is distinguished from Departmental Assistant in that work at the senior level is directed across departmental lines or involves coordination of program components that affect all County departments. Incumbents may supervise incumbents in classifications assigned to perform standard or routine program support activities.

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 department-specific programs that involve interaction with representatives of other departments; monitors services provided to clients and/or the work of contractors, volunteers, or technical/professional staff; provides technical staff support to program advisory groups, which may include data compilation.
3. Assists in the development of budget documents by calculating revenue and relatively constant expenditures based on review of reference materials (e.g., expenditure reports or prior year budgets) and standard or fixed forecasting formulas; researches cost of specified goods; performs additional technical fiscal support in program/accounting audit research and billing for services or required program fees; monitors program revenue/expenditures to ensure conformance with budget.
4. Prepares grant application and/or assists in contract development; monitors compliance/performance; prepares documentation to obtain reimbursements and/or make payment for services rendered.
5. Drafts written procedures to implement adopted policy or to clarify and describe standard practices; writes moderately complex narrative reports; designs and improves forms, work procedures, and program tracking procedures; coordinates publication and dissemination of material.
6. Responds to public inquiries regarding program procedures, accounts receivable, department operations, and available services as well as public information requests; develops ideas and solicits support for program.
7. 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. Two years of responsibility for an ongoing administrative function, program, or operation which included research and data collection, compilation, evaluation, and reporting; or,
2. two years of experience performing duties equivalent to Departmental Assistant with Santa Barbara County; 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.

Knowledge of: data compilation and evaluation practices and techniques; report, correspondence, and procedure writing practices and techniques; public contact techniques; office practices; automated and manual records management practices; document formatting techniques; office equipment operation; use of standard office automation software; basic arithmetic; accounting practices; 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; evaluate staff; coordinate the work of others; prepare a variety of documents and reports; exercise discretion and independent judgment; evaluate unusual situations and resolve through the application of procedures; 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 or departments; collect and evaluate data, draw conclusions, and make recommendations; use office automation tools; project consequences of decisions, maintain confidentiality of information; work independently.

SUPPLEMENTAL INFORMATION: Independent travel between worksites and County facilities may be required.
 



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