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HomeMy WebLinkAbout1.136 1.137 ADMINISTRATIVE ASSISTANT I & II 20230425 PART I DEPARTMENT OF HUMAN RESOURCES COUNTY OF KAUAI 1.136 1.137 Class Specifications for the Class: ADMINISTRATIVE ASSISTANT I & II SR-16, BU-03 SR-18, BU-03 Duties Summary: Performs the full range of administrative support functions for top-level management and County departments or provides a variety of difficult and responsible administrative services for an executive in the Office of the Mayor; and performs other related duties as required. Distinguishing Characteristics: These classes are distinguished by responsibility for providing administrative services for a top-level management in County departments or an executive in the Office of the Mayor. for Level I: within the functional area assigned to a top-level manager or executive; for Level II: within an agency or department with a varied nature and scope of programs. Examples of Duties: (The following are examples of duties and are not necessarily descriptive of any one position in this class. The omission of specific duties statements does not preclude management from assigning such duties if such duties are a logical assignment for the position.) • Organizes and coordinates matters that require top-level or executive attention; • Provides administrative support to higher level management on special projects, involving gathering and compiling information or data of a special nature; • Coordinates and tracks assignments delegated to staff and other departments/agencies and monitors progress; • Searches files and assembles background materials and information for executive action or decision; • Prepares and maintains spreadsheets and produces reports on technical information; PART I ADMINISTRATIVE ASSISTANT I & II 2 1.136 1.137 • Provides information to the public or others based upon the knowledge of departmental functions, organization, regulations and the top-level manager or executive’s thinking and attitude; • Assists in the preparation of the annual budget; • Prepares letters, reports, and other materials; • Provides staff support to committees and task forces, and may take, prepare and distribute minutes of official meetings or conferences; • Screens and reviews incoming mail and answers routine correspondence; • Composes letters, memoranda, or reports from general, oral, and written instructions; • Screens callers and visitors; • Responds to inquiries and routine correspondence; • Receives and handles complaints or inquires and refers them to the appropriate individuals for resolution; • Makes appointments for top-level managers or executives; • Makes confidential contacts; • Arranges dates, times, and places for meetings and notifies those who are to attend; • Answers the telephone and routes calls or relays messages; • Maintains files of confidential correspondence, reports, minutes, and other materials; • Provides administrative support tasks for other staff members; • Assists with the development and implementation of special projects as needed; • May liaise with community members and public officials in support of programs; • May supervise and assign the work of subordinates; PART I ADMINISTRATIVE ASSISTANT I & II 3 1.136 1.137 May keep records of expenditures; and Performs other related duties as required. Knowledge of: Organization and functions of the County of Kauai’s Departments/Agencies; office practices and procedures; filing methods and systems; grammar, spelling, and word usage; use of standard office machines. Ability to: Understand and interpret laws, ordinances, rules, and regulations; conduct research, gather information, summarize materials, and prepare reports; operate a personal computer and related software; summarize and brief materials; give and follow oral and written instructions; deal tactfully and effectively with the public; work harmoniously with others. This is an amendment and re-titling to the specification for the class, ADMINISTRATIVE ASSISTANT I, which was approved as OFFICE OF ELDERLY AFFAIRS SECRETARY, on August 11, 1976, amended on November 15, 1977 and December 2, 2002, retitled and renumbered to ADMINISTRATIVE SPECIALIST I on November 17, 2010, amended on December 1, 2021, and is to be substituted for that specification; and this is the amendment to the specification for the class ADMINISTRATIVE ASSISTANT II which was approved as ADMINISTRATIVE SPECIALIST II on November 17, 2010, effective December 1, 2010, amended on December 1, 2021, and is to be substituted for that specification. Approved: April 25, 2023 (date) ANNETTE L. ANDERSON Director of Human Resources PART II DEPARTMENT OF HUMAN RESOURCES COUNTY OF KAUAI 1.136 1.137 Minimum Qualification Specifications For the Class: ADMINISTRATIVE ASSISTANT I & II SR-16, BU-03 SR-18, BU-03 Training and Experience: A combination of education and experience substantially equivalent to graduation from high school; and for Level I: three and one half (3 ½) years of substantive clerical and secretarial work experience. for Level II: four and one half (4 ½) years of substantive clerical and secretarial work experience. Qualifying Substantive Clerical And Secretarial Work Experience: Progressively responsible typing, and/or substantive clerical work which demonstrated possession of knowledge in the use of common office appliances and equipment and the ability to carry out procedures in clerical work systems and to perform secretarial tasks including, but not limited to, several of the following: serving as telephone and walk-in receptionist; maintaining a system of files; making travel arrangements; composing correspondence; obtaining and presenting information from files; routing correspondence; reviewing outgoing correspondence for format, grammar, spelling punctuation and typographical errors; maintaining a log of pending work; etc.; use computers and software applications (e.g., word processing, spreadsheet, databases, etc.); providing personal assistance to an administrator or executive by attending to the administrative details of an office; having an overall awareness of the activities and administrative framework of a program/organization; and ability to exercise sound judgment in office administrative matters. Substitutions Allowed: The following may be substituted for education: A. Four (4) years of full-time general work experience may be substituted for a high school diploma. B. Successful completion of semester credits leading towards a degree or diploma from an accredited community college, college or university, trades school, etc., may be substituted for up to four (4) years of the education requirement (15 semester credits = 6 months). PART II ADMINISTRATIVE ASSISTANT I & II 2 1.136 1.137 C. An Associate’s, Bachelor’s, Master’s, or PhD degree from an accredited community college, college or university, trades school, etc., may be substituted for the education requirement. The following may be substituted for experience: A. An Associate’s degree in Secretarial Science or Office, Administration, and Technology (OAT) from an accredited business school or community college may be substituted for up to two (2) years of the substantive clerical and secretarial work experience requirement. B. Successful completion of semester credits leading towards a degree or diploma from an accredited community college, business or technical school, college, or university may be substituted for up to four (4) years of the substantive clerical and secretarial work experience requirement (15 semester credits = 6 months). C. A Bachelor’s degree in any field from an accredited college or university may be substituted for up to four (4) years of the substantive clerical and secretarial work experience requirement. D. A Master’s or PhD degree in any field from an accredited college or university may be substituted for one (1) year of the substantive clerical and secretarial work experience requirement. If a degree is used to substitute for the education requirement, it may not be used again towards the experience requirement. If work experience is used to substitute for education, it may not be used again to meet the experience requirement. If the applicant holds more than one degree, transcripts must be provided, and a thorough review will be conducted by the human resources staff in order for more than one degree to be credited towards the minimum qualification requirements. Additional degrees can be considered if obtained independently through mutually exclusive classes from another degree being considered. Substitutions will be used to the advantage of the applicant. Quality of Experience: Possession of the required number of years of experience will not in itself be accepted as proof of qualifications for a position. The applicant’s overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that they have the ability to perform the duties of the position for which they are being considered. License Requirement: Possession of the appropriate licenses or certificates as required of the position. PART II ADMINISTRATIVE ASSISTANT I & II 3 1.136 1.137 Selective Certification: Specialized knowledge, skills and abilities may be required to perform the duties of some positions. For such positions, Selective Certification Requirements may be established, and certification may be restricted to eligibles who possess the pertinent experience and/or training required to perform the duties of the position. Agencies requesting Selective Certification must show the connection between the kind of training and/or experience on which they wish to base selective certification and the duties of the position to be filled. Tests: Applicants may be required to qualify on an appropriate examination. Health and Physical Condition: Persons seeking appointment to positions in this class must meet the health and physical condition standards deemed necessary and proper to perform the essential functions of the position with or without reasonable accommodations. Physical Effort Grouping: Light This is an amendment and re-titling to the specification for the class, ADMINISTRATIVE ASSISTANT I, which was approved as OFFICE OF ELDERLY AFFAIRS SECRETARY, on August 11, 1976, amended on November 15, 1977 and December 2, 2002, retitled and renumbered to ADMINISTRATIVE SPECIALIST I on November 17, 2010, amended on December 1, 2021, and is to be substituted for that specification; and this is the amendment to the specification for the class ADMINISTRATIVE ASSISTANT II which was approved as ADMINISTRATIVE SPECIALIST II on November 17, 2010, effective December 1, 2010, amended on December 1, 2021, and is to be substituted for that specification. Approved:April 25, 2023 (date)ANNETTE L. ANDERSON Director of Human Resources