Stockton Port District
Job Description
JOB TITLE: Administrative Assistant I-III
Senior Administrative Assistant
Division: Applicable Port Departments
Reports to: Department Management
FLSA Status: Non-Exempt
Classification: C7 - C10
Updated: January 20, 2017
SUMMARY: Under general supervision, the Administrative Assistant job series performs a central role in providing administrative assistance to key management positions and will perform varied and responsible administrative assistant duties. These positions interface with the other Port departments, customers and the public. The complexity of duties increases as the incumbent progresses to each level in the series.
DISTINGUISHING CHARACTERISTICS: The Administrative Assistant levels are distinguished by experience, education, nature of tasks and use of independent judgment. Incumbents may be assigned to any level based on skill level, education and experience dependent upon the needs of the hiring department.
Administrative Assistant I: The first level in the series requires closer supervision and guidance. Incumbent uses set guidelines and procedures to complete duties using routine amount of initiative and independent judgment. Depending upon the assignment, incumbent will have a limited understanding of technical subject matter and perform duties that are unique to the department. After satisfactory performance in the Administrative Assistant I level or equivalent for a period of two (2) years, an employee may be eligible for the Administrative Assistant II level.
Administrative Assistant II: Incumbent uses moderate level of independent judgment and initiative due to increased experience and knowledge however continues to perform job using set guidelines and procedures; receives assistance from supervisor on unusual or complex situations. Incumbent is required to develop a moderate understanding of technical subject matter and perform duties that are unique to the department. After satisfactory performance in the Administrative Assistant II level or equivalent for a period of two (2) years, an employee may be eligible for the Administrative Assistant III level.
Administrative Assistant III: Journey-level class of this series. An employee at this level assumes full responsibility for duties, which includes complex and difficult tasks, requiring substantial independent judgment, decision making and initiative. Handles some unusual situations while still relying on supervision for the most complex issues; a supervisor typically reviews work upon completion. Provides quasi-administrative / analytical and office technical
Distinguishing Characteristics (cont’d.)
work within the secretarial role. After satisfactory performance in the Administrative Assistant III level or equivalent for a period of two (2) years, an employee may be eligible for the Senior Administrative Assistant level.
Senior Administrative Assistant: The highest level in this series, this position handles the most complex and difficult administrative duties; has complete and independent responsibility for completion of assigned tasks, requiring detailed knowledge of department’s needs and activities; incumbent has highest series level of independent judgment, initiative and decision making. An employee at this level will typically train and / or act in a lead capacity in relation to other clerical / technical positions.
ESSENTIAL DUTIES AND RESPONSIBILITIES are dependent upon the needs of the department and include performing or assisting in any one or a combination of the following. Other related duties may be assigned.
Performs general secretarial work; screens and directs calls; takes phone messages; responds to telephone inquiries by providing departmental information. May greet visitors and direct them to appropriate persons.
Maintains calendar, schedules appointments and makes arrangements for travel; may also make arrangements for department meetings, special events, luncheons or dinners.
Performs office support activities such as opens, screens and routes incoming mail; prepares outgoing mail. May order office supplies and arrange for maintenance of office equipment as needed by the specific department.
Maintains current department records and files, which may include but is not limited to project-specific files and telephone index.
Assists with or prepares purchase orders, requisitions and / or other department records.
Types, proofreads, edits and distributes reports, forms, letters, memoranda, articles and other material from copy or rough drafts as directed.
Researches, prepares and maintains information for simple or detailed and complex records and reports. Reviews information for completeness and accuracy.
Processes and maintains routine information related to departmental operations.
Identifies customer needs; searches for, receives and explains information regarding rules, regulations, policies, procedures and technical office operations while maintaining tact and diplomacy.
May assist with various department projects which may involve compliance with applicable federal and state laws. Prepares documents and reports using provided information and templates; performs data input; and adheres to structured timelines for completion of project phases.
Essential Duties and Responsibilities (cont’d.)
May provide assistance to the Assistant to the Port Director / Secretary to the Board of Port Commissioners.
May verify and / or prepare department personnel attendance records.
May independently compose letters, reports or other correspondence.
May provide coverage for or assistance to various departments and staff.
May coordinate the use and upkeep of meeting room facilities.
May coordinate and / or perform limited aspects of budget administration.
In addition to the above essential functions, the Administrative Assistant III:
Develops and recommends procedures applicable to areas of assignment. Develops and implements systems for improving the efficiency and effectiveness of assigned operations; monitors deadlines and calendars as assigned and develops / maintains control and tracking systems.
Analyzes administrative records to identify needed information; uses highly advanced knowledge of specialized subject matter to prepare reports, letters and other documents.
Applies internal and external laws, regulations, ordinances and policies as they relate to the assigned responsibilities.
In addition to the above essential functions, the Senior Administrative Assistant:
Researches and analyzes department policies, related laws, procedures and other administrative matters; determines their impact upon the department’s operation; recommends alternative methods, policies and procedures.
Typically serves as department liaison with other departments and outside contacts.
Typically trains and / or acts in a lead capacity in relation to other clerical / technical positions.
MINIMUM REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Education and/or Experience: For the Administrative Assistant I level equivalent to graduation from high school and three (3) years of full-time (or the equivalent of full-time) experience, preferably in a public agency setting, performing office clerical work, using a personal computer to: draft and type business correspondence or letters, create
Minimum Requirements (cont’d.)
spreadsheets; create PowerPoint presentations; research, collect and organize data. Related education may be substituted for work experience on a case by case basis. At least
one (1) of the three (3) years experience shall have been assisting management level staff.
Administrative Assistant II: In addition to the above education and experience at least two (2) years of experience performing the related office clerical duties. At least one (1) of the two (2) years experience shall have been assisting management level staff.
Administrative Assistant III: In addition to the above education and experience at least four (4) years of experience performing the related clerical duties. At least two (2) of the four (4) years experience shall have been assisting management level staff.
Senior Administrative Assistant: In addition to the above education and experience at least six (6) year of experience performing the related clerical duties. At least three (3) of the six (6) years’ experience shall have been assisting management level staff.
Additional experience which may include assisting executive level management, knowledge and ability may qualify an individual for the Administrative Assistant II, III or senior levels.
Knowledge: Methods of gathering and organizing data; methods of researching and verifying information and using source materials; record keeping principles and procedures; filing systems; knowledge of modern office procedures, protocol, and decorum. Knowledge of correct English usage, including grammar, spelling, punctuation and sentence structure; principles of format and composition of letters; basic mathematics. Knowledge of effective utilization of word processing, spreadsheets, PowerPoint and office software. Knowledge of effective travel arrangement procedures. Knowledge of applicable effective safety principles and practices. May require basic knowledge relative to department assigned.
In addition to the above knowledge, the following is preferred for the Administrative Assistant III & Senior Administrative Assistant positions: working knowledge of the Port of Stockton’s organizational culture, operations, and/or customers; knowledge in the principles of training and leadership.
Skills and Abilities: Ability to exercise good judgment and discretion to secure information and resolve routine problems; to effectively multi-task, organize and prioritize work; follow oral and written directions and to establish and maintain filing systems. Incumbent must be self-motivated, tactful and resourceful. Above average written communication skills to draft and prepare business correspondence and reports. Above average verbal communication skills to explain, direct and gather information. Above average interpersonal skills to establish and maintain effective working relationships with Port staff, customers, and the public. Ability to type at least 50 words per minute with a high degree of accuracy may be required, depending on the nature of the assignment; word processing to include creating mail merge documents in MS Word. Ability to effectively create, maintain and utilize spreadsheets in MS Excel. Ability to create business presentations in PowerPoint based on management requirements. Speedwriting or shorthand skill is desirable.
Minimum Requirements (cont’d.)
Certificates, Licenses or Registrations: Must pass a background investigation and be able to obtain and maintain a Transportation Worker Identification Credential (TWIC) card. Valid typing certificate obtained within the last six (6) months for at least 50 net words per minute may be required. Possession of an acceptable proficiency certification in one or more computer software programs may be required, depending on the nature of the assignment.
Disaster Servicer Worker: All Port of Stockton employees are designated Disaster Service Workers (DSW) through state law (California Government Code Section 3100-3109). Employment with the Port requires affirmation of a loyalty oath to this effect. Employees are required to complete all DSW-related training as assigned, and to report for duty, remain on duty and/or return to work as ordered in the event of an emergency.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Work is primarily performed seated in a standard climate controlled office with extensive use of a personal computer and a telephone. Occasional walking, standing, bending, stooping and lifting up to 10 pounds.
2