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Date Posted:            August 13, 2019

Classification:          ADMINISTRATIVE ASSISTANT III
                                  Open & Promotional recruitment

Work Schedule:       8 hours per day; 5 days per week (Monday – Friday); 12 months per year

Salary Range:          Step A            Step B            Step C            Step D            Step E
(monthly)               starting            6 mos          18 mos           30 mos          42 mos
                                 $5,261            $5,524           $5,800            $6,090           $6,395

Benefits:  

Total Compensation Package:  Placement on salary schedule.  If a medical plan is selected, the employee will receive a contribution of $1,075.00/month toward the selected medical plan (through CalPERS), Delta Dental, and Life Insurance.  The employee pays the balance of their health premiums from their gross earnings on a pre-tax basis.  If a medical plan is not selected, employees will receive a contribution of $300.00/month toward single coverage for Delta Dental, and Life Insurance.  A vision plan (VSP) is also available.  Employees pay the worker contribution to the Public Employees Retirement

Current Vacancy:     Educational Services Division; Early Learning Support Services Department
                                   101 Twin Dolphin Drive; Redwood City, CA  94065

Application Deadline:          Friday, August 28, 2020     (application and supplemental application must be received online, or in the Personnel Office by 5:00PM)

Job Summary:  Under the direction of an assigned Administrator, the Administrative Assistant III will provide primary and complex administrative support to an Administrator of a large County-wide function or program; plan, coordinate and organize office activities and coordinate flow of communications and information for the administrator; prepare and maintain a variety of manual and automated records and reports related to assigned activities.  Requires thorough knowledge of organizational operations, policies and procedures, and assigned department or programs.

Essential Job Functions:

• Perform a variety of complex secretarial and administrative assistant duties to relieve the Administrator of administrative and clerical detail; plan, coordinate and organize office activities, and coordinate flow of communications and information; assure smooth and efficient office operations; assure related functions comply with established laws, rules, regulations, policies, and procedures
• Serve as primary secretary to the assigned Administrator; perform public relations and communication services for the administrator; receive, screen, and route telephone calls; take, retrieve, and relay messages; schedule and arrange appointments, conferences, and other events
• Input a variety of data into an assigned computer system; establish and maintain automated records and files; initiate queries, develop spreadsheets, manipulate data, and generate various computerized lists and reports as requested; assure accuracy of input and output data
• Compose, independently or from oral instructions, note or rough draft, a variety of materials such as inter-office communications, forms, letters, memoranda, bulletins, agenda items, labels, fliers, requisitions, handbooks, newsletters, brochures, certificates, contracts, and other materials; format materials to meet program and office needs; revise, verify, proofread, and edit a variety of documents
• Compile information and prepare/maintain a variety of records, logs, and reports related to programs, students, attendance, staff, projects, and assigned duties; establish and maintain filing systems     
• Research, compile, and verify a variety of data and information; compute statistical information for various Federal, State, and local reports as necessary; identify and resolve a variety of financial and statistical discrepancies; assure mandated reports are completed and submitted to appropriate agency according to established time lines
• Distribute, collect, process, and evaluate a variety of forms and applications related to assigned functions; duplicate and distribute materials; assist with the preparation, processing, and maintenance of grant information, records, and related materials
• Communicate with personnel and various outside agencies to exchange information, request and provide materials, coordinate activities, and resolve issues or concerns
• Coordinate, schedule and attend a variety of meetings, workshops and special events; prepare and send out notices of meetings; compile and prepare agenda items and other required information for meetings, workshops, and other events; set up equipment and supplies for meetings and other events as needed; take, transcribe and distribute minutes as directed
• Receive visitors, including administrators, staff, parents, and the public; provide information or direct to appropriate personnel; exercise independent judgment in resolving a variety of issues; refer difficult issues to the administrator as needed; provide technical information and assistance related to program or operations and related laws, rules, regulations, policies, and procedures
• Maintain appointment and activity schedules and calendars; coordinate travel arrangements and hotel reservations as necessary; process reimbursement claims; reserve facilities and equipment for meetings and other events
• Perform a variety of clerical accounting duties as assigned; monitor funds for income and expenditures; calculate, prepare, and revise accounting and budgetary data; assist with budget development and preparation; maintain financial and statistical records and files
• Perform special projects and prepare various forms and reports on behalf of the assigned administrator; attend to administrative details on special matters as assigned
• Operate a variety of office equipment including a calculator, copier, fax machine, typewriter, computer, and assigned software; arrange for equipment repairs as needed
• Receive, open, sort, screen, and distribute incoming mail; compose replies independently or from oral direction; prepare and distribute informational packets and bulk mailings
• Monitor inventory levels of office and designated supplies; order, receive, and maintain appropriate levels of inventory; prepare, process, and code purchase orders and invoices; arrange for billings and payments

Qualifications:  Any combination of education and experience providing the job knowledge, skills, and ability for successful job performance will be considered for positions in this classification.  Typical qualifications would be equivalent to:

EDUCATION:  Graduation from high school supplemented by college level course work in secretarial science or related field

EXPERIENCE:  Four (4) years of clerical or secretarial experience involving frequent public contact.

Specialized Skills and Knowledge:     

• Knowledge of organizational operations, policies and objectives
• Ability to perform a variety of complex secretarial and administrative assistant duties to relieve the Administrator of administrative and clerical detail
• Knowledge of applicable laws, codes, regulations, policies and procedures
• Knowledge of policies and objectives of assigned programs and activities
• Ability to plan, coordinate and organize office activities and coordinate flow of communications and information for the administrator
• Ability to interpret, apply and explain laws, codes, rules, regulations, policies and procedures
• Ability to assure smooth and efficient office operations
• Ability to determine appropriate action within clearly defined guidelines
• Knowledge of modern office practices, procedures and equipment
• Knowledge of operation of a computer and assigned software
• Ability to input data, maintain automated records, and generate computerized reports
• Knowledge of record-keeping and filing techniques
• Knowledge of record retrieval and storage systems
• Ability to maintain a variety of records, logs and files
• Ability to compile and prepare comprehensive reports concerning a broad spectrum of subject matter
• Knowledge of business letter and report writing, editing and proofreading
• Ability to compose effective correspondence independently
• Knowledge of correct English usage, grammar, spelling, punctuation and vocabulary
• Knowledge of oral and written communication skills
• Ability to communicate effectively both orally and in writing
• Knowledge of interpersonal skills using tact, patience and courtesy
• Ability to establish and maintain cooperative and effective working relationships with others
• Knowledge of basic public relations techniques
• Knowledge of telephone techniques and etiquette
• Ability to answer telephones and greet the public courteously
• Knowledge of methods, procedures and terminology used in clerical accounting work
• Ability to perform a variety of clerical accounting duties in support of department or program
• Knowledge of mathematic calculations
• Ability to add, subtract, multiply and divide with speed and accuracy
• Ability to meet schedules and time lines
• Ability to work independently with little direction; and to complete work with many interruptions

Physical Requirements:  Applicants must possess the physical abilities outlined below with or without accommodation.  San Mateo County Office of Education will consider reasonable accommodation requests.

• Hearing and speaking to exchange information in person and on the telephone
• Seeing to read a variety of materials
• Dexterity of hands and fingers to operate a computer keyboard
• Sitting or standing for extended periods of time
• Bending at the waist, kneeling, or crouching to file materials

Examination Process:  The examination process for this classification will consist of:

1. A review of application materials for completeness and accuracy including answers to supplemental questionnaire, educational background, training, and experience;
2. A written examination (anticipated date – September 10, 2020);
3. An oral board examination (anticipated date – September 17, 2020).

Only the highest qualified candidates will be invited to attend the examinations.  Applicants will be notified of screening and examination results by e-mail.

Candidates who pass both test parts are ranked on an eligibility list according to their exam score(s).  Selection for positions will be made from among the top three ranks of certified candidates.  The job eligibility list will be active for one (1) year unless abolished due to insufficient number of available candidates.

NOTE:  Internal (Promotional) candidates must score 80% or higher on each examination in order to be placed on the Promotional List.  Examination procedures subject to change as deemed necessary by the Executive Director, Personnel Commission Services.

Personnel Commission

101 Twin Dolphin Drive

Redwood City, CA  94065

650-802-5309

lkintanar@smcoe.org

www.smcoe.org/about/personnel-commission/

San Mateo County Office of Education provides equal employment opportunity to all qualified persons.  The recruitment, testing, and hiring of all personnel will be without regard to race, ancestry, national origin, age, color, creed, religion, sex, gender identity or expression, sexual orientation, marriage status, medical condition, physical or mental disability, genetic characteristics, or veteran status

* Proof of citizenship or legal status will be required upon offer of employment.

POSITION:                 SCHEDULES TECHNICIAN

Position is located at Bus Transit Division, San Rafael, CA

SALARY RANGE: $71,801.60 - $86,715.20 annually plus benefits (40.0 Hour Workweek)

(Employee pays 7% of salary/wage toward CalPERS retirement plan)

POSITION SUMMARY:

Under general supervision, the primary role of the Scheduling Technician is to provide administrative and operational support to various staff members in the Scheduling department. Researches, compiles, prepares, edits and distributes bus transit scheduling and operational data. Compiles, maintains and distributes Scheduling Department information to meet critical deadlines. Performs tasks related to quarterly bus operator bidding process. Performs data entry functions and develops operational reports from various software applications. Ability to work with and manage large data sets. Reviews office procedures and modifies, as necessary, to meet changing administrative demands. Assists with NTD reporting.

ESSENTIAL RESPONSIBILITIES:

• Retrieves and compiles operational and scheduling data from various sources and prepares data for analysis.
• Assigns and schedules daily work of Traffic Checkers including NTD (National Transit Database) surveys, observation checks, as well as routine daily requests.
• Compiles statistical data for fiscal year end reporting to ensure data collected for the NTD Survey Program meets audit requirements. Performs associated data entry and reviews completed reports for completeness and accuracy.
• Maintains various databases, statistical records and prepares invoices for contracted services.
• Creates and distributes deadline sensitive electronic files and operational reports to internal and external stakeholders.
• Performs various functions in software applications including maintaining scheduling calendars, creating daily schedules and retrieving operational and scheduling data for analysis.
• Maintains and updates scheduling and operational files on the District intranet and manages the intranet “user list”.
• Performs Scheduling functions associated with quarterly bus operator bidding. Assists other staff, as needed, to ensure bidding process meets all contractually rules and obligations.
• Assists with the proofing and distribution of internal and external publications.
• Organizes and maintains historical electronic files for the Scheduling Department.

ESSENTIAL RESPONSIBILITIES (Continued):

• Compiles invoice information for monthly and/or quarterly billing and prepares invoices for contracted services.
• Provides administrative support to the Bus Division as needed.
• Coordinates and arranges meeting for the Scheduling Department.
• May be assigned to a special project or other task not specifically listed in the above example of duties consistent with the level of responsibility.
• Knows and follows the safety and health rules and safe working practices applicable to his or her job.
• Performs additional related duties as assigned.
• Regular and reliable performance and attendance is required” as your last bullet.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES:

Knowledge of:

Statistical data gathering and record keeping methods and techniques. Familiarity and ability to work with database management systems. Use initiative and sound judgment in performance of work duties. Detail oriented

Skills or Ability to:

Research, compile, summarize, and prepare statistical records and reports. Organize and process information; develop logical conclusions and recommend solutions to problems. Perform arithmetic calculations accurately. Establish and maintain cooperative and effective working relationships. Maintain a high level of accuracy and attention to detail despite deadlines and frequent changes in work products. Handle exceptions to normal procedures and recommend solutions. Meet on-going deadlines and successfully manage multiple projects and assignments. Learn complex scheduling software.

MINIMUM QUALIFICATIONS:

Education and/or Experience:

• Four (4) years of highly responsible office experience, including two (2) years recent experience in which the primary responsibilities included working with technical and/or statistical data, preferably using MS Windows applications and software programs.
• Knowledge of HASTUS computerized scheduling preferred.

Physical Requirements:

• May require extensive periods performing work on a computer.
• Majority of the work is conducted in an office environment.
• May lift up to 20 pounds (to box and lift files for storage).
• Mobility to work in a typical office setting. Vision to read printed materials and a computer screen. Hearing and speech to communicate in person and over the telephone. Routine use of computer, telephone and other office equipment.

APPLICATION PROCEDURE:

TO APPLY: www.goldengate.org/jobs

Applicants must apply online by the deadline date. Applications received after the deadline will not be considered. The District’s Human Resources Kiosk is available for filling out and submitting your online application and employment documents. The HR kiosk is located at the San Rafael Office. For directions and general information, visit our website www.goldengate.org.

All notices related to District recruitments for which you apply will be sent via email. Please ensure the email address you provide on your application is correct, and add ‘@goldengate.org’ as an accepted address to any email blocking or spam filtering program you may use to ensure receipt of notification from the District regarding your recruitment application. The District is not responsible for notices that are not read, received, or accessed by any applicant for any District recruitment.

THE FOLLOWING DOCUMENT(S) MUST BE SUBMITTED AT TIME OF APPLICATION:

1. GGBHT Online Employment Application.
2. Resume (Scan and attach as PDF to your online application).

SELECTION PROCEDURES may include:

• • Skills Assessment Examination
  • Oral Panel Interview
  • Department Interview for final candidates
  • Background, Employment and Security Investigation

* The District will invite ONLY those candidates whose qualifications MOST CLOSELY MATCH the position requirements to continue in the selection process. The District may convene the panel for interview process as needed to establish a reasonable pool of candidates to consider for final rounds of interviews and selection process.

AN EQUAL OPPORTUNITY EMPLOYER

The Golden Gate Bridge, Highway and Transportation District provides equal employment opportunity for all qualified persons based on merit and other job-related factors without regard to race, color, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical and mental disability, medical condition, genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding and/or related medical conditions) gender, gender identity, gender expression, age (40 years and over), sexual orientation, veteran and/or military status, protected medical leaves, domestic violence victim status, political affiliation and any other status protected by state or federal law.

Applicants with Disabilities: The Human Resources Department will make reasonable efforts to accommodate applicants with disabilities to complete the Employment Application and in any job-related examination process. Please contact Human Resources at (415) 257- 4535 to request assistance with an Employment Application. To request a job-related examination process accommodation, please submit your request to Human Resources with sufficient time to allow the District to consider the reasonableness of the request.

Revised 12/30/2019

Revised: 04/30/2020 AD

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This is a journey-level class in the Police Records Specialist classification series responsible for maintaining information in specialized departmental databases, preparing and assembling reports, processing payments, and preparing and processing subpoenas, requests for information, and other documents. All activities are performed within specified legal guidelines. Incumbents are expected to work independently and exercise judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

A job description, including examples of typical job functions and qualifying knowledge, skills, and abilities, is available by clicking on the Job Description link.