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Home My WebLink About2.204 2.205 DEPARTMENTAL STAFF ASSISTANT I and II 20251209.pdfPART I Class Specifications for the Class: SR-20, BU-13 SR-22, BU-13 Duties Summary: Provides staff assistance to top-level County department management; independently performs the administrative, housekeeping, and office services functions of the department; may evaluate various departmental programs, rules, regulations, and policies; and performs other duties as required. Distinguishing Characteristics: The Departmental Staff Assistant classes are distinguished by their responsibility for providing staff assistance to top-level County department management and independently performing a department's administrative, housekeeping, and office services functions, including fiscal recordkeeping and reporting, purchasing, budget preparation and expenditure control, operational reporting, personnel services, and inventory maintenance and control, in accordance with established policies and guidelines. Work is performed under general supervision, and a technical supervisor is not readily available for consultation and advice on difficult problems. Level I: This class is characterized by its responsibility to serve a department that administers a limited variety of programs requiring a small work force which is organized into a relatively simple structure. Level II: This class is characterized by its responsibility to serve a department that administers major programs requiring a work force which is organized into a relatively complex structure. 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). • Serves in a staff capacity and provides technical assistance to top-level County department management on administrative matters related to fiscal and personnel management and budgetary requirements; • Assist with departmental payroll and maintains adequate records; PART I DEPARTMENTAL STAFF 2.205 • Prepares correspondence and memoranda for top-level County department management, reviewing all outgoing communications for consistency with the department's objectives, policies, and procedures; • May perform special studies and research as directed and prepare reports making sound recommendations; • Reviews internal procedures and practices and recommends revisions; • Serves as liaison between top-level County department management and other operating officials; • Maintains records of employees' sick leave, vacation, increment dates, etc., and informs employees of their respective status; • Advises employees of personnel rules, regulations, and procedures; • Establishes, maintains, and controls files of expenditures, reports, appropriations, inventory, personnel record, etc.; • Reviews, analyzes, compiles, and prepares budgetary requests from divisions; • Participates in the preparation of financial statements and reports, budgetary estimates, and other statistical reports; • Reviews and approves expenditures for supplies and equipment to ensure that expenses are within program and budgetary limits; • Monitors purchase records and controls; participates in departmental planning and programming activities; • Initiates studies, prepares reports and makes recommendations for action; • Prepares annual and special reports on departmental operations and accomplishments; and • Performs other related duties as required. Knowledge of: Principles and practices of office organization and management; general accounting principles; office practices and procedures; budget preparation and control of expenditures; purchasing policies and procedures; personnel practices and procedures; and report writing. PART I DEPARTMENTAL STAFF 2.205 Ability to: Plan, organize and conduct administrative housekeeping and office services functions; compile, analyze and evaluate data; prepare clear and concise correspondence and reports; establish and maintain various records and files; explain changes in policies, rules, and regulations; establish and maintain effective working relationships with others. This is amendment to the specification for the class , which was approved on April 2, 1974, and amended on December 15, 1977, September 6, 2006, effective on September 1, 2006, and April 26, 2021, and is to be substituted for those specifications. Janine Rapozo (Dec 9, 2025 10:15:21 HST) PART II Minimum Qualification Specifications for the Class: SR-20, BU-13 SR-22, BU-13 Training & Experience: A combination of education and experience substantially equivalent to graduation from an accredited college or university with a baccalaureate degree in business or public administration or a related field, and for: Level I: two (2) years of specialized work experience; Level II: three (3) years of specialized work experience. Specialized Work Experience: Professional experience involving personnel, office, and business management responsibilities. Substitutions Allowed: The following may be substituted for education: General professional work experience or education credits can be substituted for up to two (2) years of the Bachelor’s degree such as: A. Full-time progressively responsible professional, technical, or substantive work experience demonstrating the scope, level, and quality of work comparable to a curriculum leading to an Associate’s, Bachelor’s, or Master’s degree. B. Successful completion of semester credits in a curriculum leading to a degree or diploma at an accredited community college, trades school, college, or university (15 semester credits = 6 months). Specialized professional work experience in business or public administration or a related field or education credits in business or public administration or a related field can be substituted for up to four (4) years of the bachelor’s degree such as: A. Full-time progressively responsible professional, technical, or substantive work experience demonstrating the scope, level, and quality of work comparable to a curriculum leading to an Associate’s, Bachelor’s, or Master’s degree. PART II DEPARTMENTAL STAFF 2.205 B. Successful completion of semester credits specific to business or public administration or a related field leading to a degree or diploma from an accredited community college, trades school, college, or university (15 semester credits = 6 months). A Master’s or PhD degree in business or public administration or a related field may be substituted for the education requirement. The following may be substituted for experience: A. Successful completion of semester credits specific in business or public administration or a related field leading towards a Bachelor’s, Master’s, or PhD degree from an accredited college or university, may be substituted for up to two (2) year of the specialized work experience requirement (15 semester credits = 6 months). B. A Master’s degree in business or public administration or a related field from an accredited college or university may be substituted for one (1) year of the specialized work experience requirement. C. A Doctorate’s degree in business or public administration or a related field from an accredited college or university may be substituted for one (1) year of the specialized 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 DHR 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 qualification for a position. The applicant's overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that he/she has the ability to perform the duties of the position for which he/she is being considered. License Requirement: Possession of the appropriate licenses or certificates as required of the position. PART II DEPARTMENTAL STAFF 2.205 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 Requirements: 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 amendment to the specification for the class , which was approved on April 2, 1974, and amended on December 15, 1977, September 6, 2006, effective on September 1, 2006, April 26, 2021, July 8, 2021, and is to be substituted for those specifications. Janine Rapozo (Dec 9, 2025 10:15:21 HST)