Temporary Senior Administrative Specialist

ELIGIBILITY:  
 
The Park District is currently recruiting for one (1) Temporary Senior Administrative Specialist at the Peralta Oaks Administration Building, in Oakland, CA. This temporary assignment will serve no more than six (6) months.  

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
CLASS CHARACTERISTICS
Senior Administrative Specialist is the advanced journey level class of the office/clerical series, fully capable of independently performing a wide variety of receptionist duties, word processing tasks, maintaining calendar(s), filing, record keeping, and coordination of schedules and meetings. This class also performs work involving a variety of complex and highly responsible clerical tasks or highly technical and related non-routine duties of an administrative nature requiring a wide latitude for independent action. This class may provide lead direction to assigned support staff, which is distinguished from other office/clerical classifications.

• Performs a variety of clerical and administrative tasks requiring specialized knowledge of the assigned department's functions and programs;
• Routes, logs and routes human resources forms;
• Maintains front end of various databases, including user support;
• Assists with the preparation of contract documents and coordinates department work products;
• Processes payments;
• Tracks, reconciles and deposits checks and cash; 
• Extracts and compiles data for reports;
• Composes and types correspondence, reports, manuals and policies;
• Creates, edits and updates documents, forms, charts, tables, legal forms and various other items;
• Reviews documents for completeness and accuracy;
• Maintains calendars:
• Schedules and coordinates meetings, trainings and appointments;
• Assesses and sets daily work priorities;
• Explains or clarifies policies, procedures, rules, regulations and contracts;
• Initiates follow-up procedures to ensure projects and other tasks are completed and/or deadlines met, including coordinating activities with others;
• Develops systems for tracking information, projects and pending issues;
• Screens incoming correspondence, including assisting with or referring to appropriate staff and following up on replies;
• Screens outgoing correspondence prepared by others;
• Takes meeting minutes and presents information in a clear and concise manner;
• Performs cross departmental collaboration;
• Processes incoming invoices and submits for payment;
• Provides guidance and training to other department staff on office practices, District procedures, and other subject matter;
• Serves as a resource to management team and internal staff in resolving issues or administrative processing;
• Computes, verifies and reconciles figures on printouts, purchase orders, invoices, time reports and various other documents and forms;
• Processes and reviews timecards;
• Verifies contract provisions are met and appropriate approvals are received;
• Coordinates events and services with outside contacts, vendors and resources;
• Assists in the implementation of departmental goals and objectives.

• Designs and creates new forms, certificates, and flyers;
• Maintains adequate office supplies, equipment and forms, including preparing purchase requisitions;
• Arranges for repair of equipment;
• Schedules back-up office support as required;
• Makes travel arrangements when necessary; 
• May train or cross-train other support staff in various functions;
• May assist with CEQA processes;
• Supports special projects;
• And performs related duties as assigned.

 Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
 
Education:  Equivalent to the completion of the twelfth grade,


Experience:  Four years of recent responsible clerical or general office experience,


Three years of experience in the East Bay Regional Park District classification of Office Assistant or one year of experience in the classification of Administrative Specialist,


Substitution:  College education in a related field may be substituted for up to one year of the experience requirement on the basis of 60 semester or 90 quarter units of college credit equals one year of experience.

• Advanced practices and procedures of modern office support with particular reference to the work involved in the office of a management level public official;
• Principles and practices of administrative and clerical functions including office and database maintenance;
• Customer relations techniques;
• Standard methods of filing; 
• Clear writing, grammar, punctuation, spelling and vocabulary;
• Basic budgetary and recordkeeping techniques;
• Basic research methods and techniques;
• Coordinating meetings and events;
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. 

Ability to: 

• Type 50 net words per minute; 
• Learn the District's computerized systems;
• Perform math and bookkeeping and make accurate calculations;
• Attend to detail, be thorough and follow through;
• Interpret and apply detailed rules and regulations;
• Understand and carry out oral and written directions with minimum explanation; 
• Analyze situations accurately and take effective action;
• Take initiative and use sound, independent judgment within established guidelines;
• Prioritize and coordinate work activities;
• Work well and effectively under pressure with numerous interruptions;
• Perform continuous data entry;
• Take meeting minutes;
• Compose routine correspondence, materials and other documents; 
• Perform independent research of a variety of technical issues;
• Read and apply rules, policies, regulations and procedures;
• Maintain flexibility for changing conditions and circumstances with minimal notice;
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications;
• Communicate clearly and concisely, both orally and in writing;
• Establish and maintain effective working relationships with those contacted in the course of work at all levels, including a culturally diverse general public, with a focus on quality service to internal staff and external customers.

CONDITIONS OF EMPLOYMENT

• May be required to work unusual hours, nights, weekends, holidays.
• This position is designated as a Mandated Reporter under the Child Abuse and Neglect Reporting Act (CANRA).  Mandated reporters are individuals who are obligated by law to report suspected cases of child abuse and neglect.  As such, you will be required to sign an acknowledgment of having received the District’s policy and your responsibilities.

ADDITIONAL INFORMATION
REPORTS TO: Chief, manager, supervisor, or designee.
SUPERVISES: May provide lead direction to support staff and/or volunteers.

The East Bay Regional Park District is an Equal Opportunity Employer that values and respects a diverse workforce and community. It is committed to promoting an equitable and inclusive workspace that is welcoming to all. Applicants from all backgrounds and life experiences are encouraged to apply. All qualified applicants will receive consideration for employment.