Online Administrative Assistant

Essential Function

Plans, directs, and oversees the development, implementation, and maintenance of the District's comprehensive records management program to ensure compliance with established standards.Oversees and monitors the work schedules of the Administrative Assistant positions (I-III) to ensure adequate coverage at all times. Provides input on the annual performance evaluations of the Administrative Assistant (I-III) positions.

Distinguishing Characteristics

This is a records specialist classification with senior level administrative and functional supervisory duties.
Supervision Received and ExercisedReceives general supervision from the Office Manager/Secretary to the Board. May receive functional supervision from other managers, and may exercise functional supervision over Administrative Assistant positions (I-III).

Primary Duties

• Records Management and Information Center Administration:

• Utilizes records management software to monitor and manage the day-to-day activities of the Records Center(s).
• Drafts and implements District-wide Records Management Program and uniform filing procedures.
• Follows procedures to properly create, code, catalog, identify, archive, maintain, relocate, and dispose of records and related information.
• Retrieves, refiles, locates, and recovers missing records.
• Directs, coordinates, and trains departmental records coordinators and other staff as needed in accessing materials, operating records retrieval software, and applying records management procedures to specific records.
• Prepares reports of program activity and outstanding files; conducts records audit(s) as required.
• Locates materials; checks in and out and retrieves as needed.
• Drafts proposals for comprehensive new or revised policies and procedures to be applied in records management systems; distributes and coordinates review and approval process
• Analyzes records retrieval, access, storage, media, and disposal requirements; evaluates costs and operations of commercially available records management vendors.
• Recommends vendors and services for purchase; coordinates installation of systems and/or activates and monitors service delivery.
• Orders and maintains record center supplies and inventory levels.

• Administrative Duties:

• May provide direction in coordinating and prioritizing the daily work of the Administrative Assistants. May instruct lower level personnel in the performance of assigned work projects or activities.
• Develops work schedules and coordinates coverage for leaves and absences of Administrative Assistants. Reviews leave requests, and modified works schedules to ensure proper coverage prior to the Director's approval.
• Assists in determining the training needs of the Administrative Assistants. Coordinates, schedules and provides necessary training and equipment, as needed.
• Assists in providing guidance and training to lower level personnel to address performance and behavior problems. Makes recommendations on corrective or disciplinary action to the Directors/Department Heads, as needed.
• Provides input on the performance evaluations of the Administrative Assistant (I-III) positions to the Directors/Department Heads
• Assists in the development and implementation of Administrative Procedures.
• Receives, reviews pricing accuracy, and distributes Administrative invoices for processing. Monitors Administrative Purchase Order terms.
• Serves as primary backup for Office Manager/Secretary to the Board position, including administrative support to the General Manager and Board of Directors. Duties may include meeting agenda preparation, attending meetings, and taking minutes or producing other Board of Directors meeting documentation.May participate in the recruitment process of temporary employees and regular administrative staff.