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Office Assistant, Principal

Salary: Office Assistant Principal - Restricted (#1649)

Office Assistant, Principal (#1650)

$19.28-$23.54 hourly / $3,354-$4,094 monthly / Range: 5266

Office Assistant Principal - Sheriff (#1651)

$19.28-$23.54 hourly / $3,354-$4,094 monthly / Range: 5266

DEFINITION: Under general direction, administers the clerical unit of a department or program; directs and coordinates projects conducted by the clerical unit; and performs other duties as required.

The classes in this series - Office Assistant I, II, Senior, and Principal - are responsible for conducting transactions with other employees or the public in matters requiring detailed knowledge of laws, rules, procedures, policies, precedents, and activities and for supplying information involving facts and interpretations.

DISTINGUISHING CHARACTERISTICS: This is the highest level in the Office Assistant series and is characterized by both supervisory and functional responsibility for clerical activities. Positions at this level are characterized by the responsibility for a major clerical function within a department. The tasks performed require substantial experience in a significant phase of work within the department. Considerable knowledge of laws and ability to interpret significant and fine differences are required, as is ability to plan and supervise a total function. Ability to type is required for some positions, but typing is not a major characteristic of the class. The Office Assistant, Principal is distinguished from the Office Assistant, Supervising in that the Principal is responsible for both supervision and functional responsibility for clerical activities.

There is considerable opportunity for the exercise of judgment and decision-making within the assigned function. Since work is not closely reviewed, these decisions have the effect of finality in most cases. Errors could be costly in terms of time, public relations, and sometimes money. Originality or creativeness is used in interpreting and applying policy and precedents to unusual situations, in handling problems of work organization and procedures, communication, employee training, and supervision.

EXAMPLES OF DUTIES:

1. Plans, organizes, schedules, and assigns the work of a clerical unit; administers office resources; administers budgets and may act with relative independence in making fiscal decisions regarding operations and staffing of the clerical unit; may personally perform the more difficult and complex clerical duties.
2. Supervises clerical staff of a unit; plans training and development activities for staff; ensures that policies and procedures are understood and followed correctly; gives instructions; sets up, revises, and devises improvements in office methods, computer systems, forms, and manuals of work procedures and instructs the staff in their use.
3. Initiates and participates in the improvement and reorganization of work procedures and assignments resulting from changes in workload or policy; confers with line supervisors and managers to develop policies and priorities of clerical unit and integrate them with overall departmental operations.
4. Confers with supervisors, department heads, administrators, employees, and the public regarding the business of the Department; provides information regarding departmental rules, policies, and procedures.
5. Compiles complex narrative, statistical, and financial reports; compiles information for reports and consolidates and presents data; checks and processes a variety of documents; audits claims and warrants for accuracy and completeness; maintains follow-up records.

EMPLOYMENT STANDARDS:

1. Possession of a high school diploma or equivalent and five years of increasingly responsible clerical experience including one year in a supervisory capacity; or,
2. completion of 24 semester units of college coursework and four years of increasingly responsible clerical experience including one year in a supervisory capacity; 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: principles and practices of supervision; office management methods, practices, and equipment; English grammar, punctuation, and spelling; basic math; clerical office practices and procedures; alphabetic, numerical, and chronological filing methods; business telephone etiquette and procedures, including operation of multi-line equipment and message-taking; office computer systems and word processing software.

Ability to: prepare accurate narrative, financial, and statistical reports; maintain confidentiality; plan, organize, assign, prioritize, and review work of self and others; learn basic principles of budget administration and monitoring; establish standards and evaluate staff performance; identify and analyze problems related to workflow, and recommend or develop appropriate solutions; understand limits of one's authority; train others in methods and procedures; learn departmental organization, policies, and procedures; formulate, recommend, and implement policies and procedures; establish and maintain effective relations with departmental clientele, other employees, and the public; interact tactfully with people; make and explain decisions in accordance with complex laws, ordinances, regulations and established procedures; work effectively as part of a team to accomplish departmental goals; learn general and specialized computer applications.

Vacancies in Social Services:

Selectees for positions in this class assigned to Child Welfare Services are subject to fingerprinting for the purpose of a criminal record check as authorized by Section 16501 of the California Welfare and Institutions Code and Section 11105.3 of the California Penal Code.
 



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