EL DORADO COUNTY OFFICE OF EDUCATION CLASS SPECIFICATION JOB TITLE:
Program Assistant (Confidential – Non-Exempt) (Administrative – Non-Exempt)
Job Purpose Statement: Under general direction of the Program Director, perform difficult and varied coordinating and secretarial duties in relieving the director of administrative, technical, accounting, and clerical details. Essential Job Functions:
Provides office management support (e.g., scheduling, coordinating, accounting, budget development, clerical, inservices for staff, etc.) for the purpose of maximizing the efficiency of the department.
Reports regularly to the director on any developments or problems within the program for the purpose of maximizing the efficiency of the department.
Assigns, and directs the work of others for the purpose of assisting them in the completion of their work activities.
Represents director by serving on committees and attending meetings for the purpose of gathering and disseminating information.
Compiles operational statistics for the purpose of analyzing and preparing reports.
Composes, prepares and edits a wide variety of written and computerized materials independently (e.g., correspondence, brochures, newsletters, forms, advertisements, legal notices, visual materials, etc.) for the purpose of conveying information regarding county office activities and/or procedures.
Receives callers in person and over the telephone for the purpose of relating necessary information or referring them to the proper authority.
Processes documents and materials (e.g., schedules, agendas, mail, etc.) for the purpose of disseminating information to appropriate parties.
Coordinates and schedules meetings (may attend as recording secretary), conferences, negotiations, and other appointments for the purpose of supporting staff in the completion of their work activities.
Develops and maintains projects requiring considerable initiative and independent judgment for the purpose of supporting program Director.
Prepares and maintains documents and records related to negotiations for the purpose of providing negotiations support.
Keeps abreast of legislation and regulations for the purpose of ensuring compliance with financial, legal and/or administrative requirements.
Provides information regarding budget and financial matters for the purpose of assisting with budget preparation.
Program Assistant-Confidential
Maintains inventory of office supplies for the purpose of ensuring availability of required items.
Provides liaison with business department and personnel services department for the purpose of complying with budget requirements and personnel transactions.
Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.
Job Requirements - Qualifications: Experience: Two years of increasingly responsible secretarial experience including office and/or project management. Education: Education at a level to demonstrate the ability to perform the duties and responsibilities as described. Skills, Knowledge and/or Abilities: Skills to effectively coordinate simultaneous functions and activities in a multi-operational program; track and monitor deadlines; manage projects and events; prepare and present written and oral reports; in service staff; assemble and analyze data to make appropriate recommendations; communicate effectively with County Office personnel, administration staff, parents, students, and the general public; exercise tact, diplomacy, and sensitivity to individual concerns; accurately type at an acceptable rate; use computer; learn, interpret, and apply pertinent policies, laws, rules and regulations; maintain cooperative work relationships. Knowledge of office management procedures and practices; filing systems; receptionist and telephone techniques; letter and report writing; proper English usage, spelling, grammar, and punctuation; common office machines including computers, basic accounting procedures, project management; knowledge of job related word processing, spreadsheet, database, presentation and publishing software applications. Abilities to sit for prolonged periods of time; work independently, and understand and carry out oral and written instructions. Demonstrate flexibility in performing work assignments, work as part of a team and work with frequent interruptions. Significant physical abilities include reaching/ handling/fingering, talking/hearing conversations, near visual acuity/visual accommodation. Licenses, Certifications, Bonding, and/or Testing Required: If required to operate a vehicle during the course of employment, must possess a valid California Driver’s License and evidence of insurability, TB test clearance, and Criminal Justice Fingerprint Clearance.
Salary Schedule E (Confidential), Range 95 Revised: Class/Comp 7/1/16 Approved: 8/24/16 Revised: Class/Comp 5/22/13 Revised 9/26/12 Approved: 11/9/98