CLASS TITLES:

• Administrative Assistant III

• Administrative Assistant III - Restricted

• Office Coordinator

• Office Coordinator - Restricted

Performs a wide variety of complex responsible administrative, secretarial/clerical, and office functions in support of a department or major work/service unit of the Santa Clara County Office of Education. Employees in this classification receive limited supervision from a department head within a broad framework of policies and procedures. This job class performs complex and highly responsible administrative, secretarial/clerical, and office functions requiring an advanced level of abilities and skills. This job class requires and advanced use of initiative, organizational skills, problem solving skills, and independent judgment in the processing of administrative details.

The regular and restricted classes of Administrative Assistant III and Office Coordinator and are distinguished from the lower alternate class (regular and restricted) series of Administrative Assistant I/II and in that employees in that latter alternate class series provide responsible clerical/secretarial support to, and receive general to limited supervision, from a lower level manager. The lower job class is further distinguished by the limited to general use of discretion, initiative, problem-solving skills, and independent judgment.

The regular and restricted classes of Administrative Assistant III and Office Coordinator are distinguished from the higher classification of Administrative Assistant IV in that employees in the latter job class exclusively provide responsible administrative/secretarial support to, and receive minimal supervision, from a senior (executive) manager. The higher job class is further distinguished by the advanced use of discretion, initiative, problem-solving skills, and independent judgement in the processing of administrative details relating both to the assigned department and County Superintendent of Schools.

• Performs highly responsible administrative, secretarial/clerical, and office functions; assists in arranging and coordinating department assignments and activities.

• Receives, processes, facilitates, and disseminates information between the department and other COE departments, school district representatives, and the general public; maintains the confidentiality of sensitive information; ensures timely responses as necessary

• Directs and assigns work to other office clerical personnel; serves as a resource regarding applicable rules, regulations, and policies and procedures; serves as a back-up for other department secretarial/clerical positions

• Establishes and maintains records, filing systems, and logs; maintains staff calendars as assigned; monitors and records staff attendance; prepares department attendance reports for payroll

• Assists in the development and monitoring of the department budget; establishes open accounts, prepares purchase requisitions; maintains equipment inventory; orders equipment, warehouse and other supplies; resolves invoice discrepancies; initiates, prepares, and submits budget revisions and corrections

• Schedules meetings and appointments; reserve meeting sites; makes travel arrangements; contacts and confirms appointments and meetings; attends meetings and takes minutes as necessary

• Interprets and explains department procedures and policies to school district representatives and the general public; refers callers to the appropriate staff member

• Operates a computer, typewriter, duplicating machine, fax machine, calculator, and other peripheral office equipment in the course of assigned functions

• Utilizes a variety of accounting, word-processing, graphic/presentation, and data base software applications programs

• Composes, types, edits, and distributes a variety of correspondence, reports, memorandums, forms, and department publications

• Receives, opens, and distributes incoming mail; initiates and/or or transmits inter-office memorandums and notices

• Performs all other related duties as required.

Knowledge of:

• Effective office principles, procedures, and practices including indexing, filing systems and maintenance, telephone techniques, and report writing

• Correct English usage, grammar, punctuation, vocabulary, and spelling

• Proper document construction and editorial enhancement techniques

• Basic financial record-keeping, budgeting, and mathematics

• Office software application programs for accounting, word-processing, graphics, and data base system purposes

• Applicable state and federal laws, rules, and regulations

Ability to:

• Follow and understand oral and written instructions without immediate supervision

• Interpret and apply applicable state and federal laws, rules, regulations, and procedures, and policies

• Use advanced discretion in organizing activities and setting priorities to meet established deadlines

• Establish and maintain a wide variety of records and filing systems

• Perform a variety of simultaneous administrative secretarial/clerical support work with speed and accuracy

• Collect, assemble, and interpret information and data using sound judgment and discretion when appropriate

• Compose, transcribe, type, edit, and distribute a variety of correspondence, memorandums, forms, reports, and department publications with clarity and precision

• Maintain staff calendars, schedule meetings, prepare meeting agendas, and take meeting minutes

• Operate a variety of office equipment including, but not limited to, a personal computer, copy machine, fax machine, calculator, and other peripheral equipment

• Keyboard/type accurately at a corrected speed of 50 net words per minute

• Effectively use a variety of accounting, word-processing, graphic/presentation, and data base software applications programs and remain current with the advancement of office technology

• Serve as a resource and back-up to other school office secretarial/clerical personnel

• Establish and maintain effective working relationships with those contacted in the performance of required duties

May require:

• Some positions may require the ability to speak, read, and/or write in another language other than English as designated by the County Office of Education

• Possession of a valid Class 3 California Driver’s License and a driving record which meet the County Office of Education’s insurance requirement

Generally, any combination of training and experience that provides the required knowledge, abilities, and skills is qualifying. A typical method of demonstrating these qualifications would be: completion of administrative assistant, office management, or secretarial training and two years of progressive job-related experience with demonstrated competence.

Bargaining Unit: Office, Technician and Business Services (OTBS) Unit

WORKING CONDITIONS: Duties are performed in an office environment. Incumbents may be required to work a flexible schedule evening and weekend hours.

PHYSICAL DEMANDS: Incumbents regularly stand and sit for extended periods of time, walk short distances on a regular basis; dexterity of hands and fingers to operate a computer keyboard and other office equipment; kneeling, bending at the waist, and reaching overhead, above the shoulders and horizontally, to retrieve and store files and supplies; seeing to read fine print; hearing and understanding voices over the telephone and in person; moving and transporting office materials, and lifting light objects.

Approved by the Personnel Commission: July 5, 2000
Revised: May 22, 2003 (Add Restricted Class), December 13, 2007