ADMINISTRATIVE ASSISTANT/ DEPUTY SECRETARY TO THE BOARD FLSA Status: Non-Exempt Adopted: Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job. GENERAL DEFINITION The Administrative Assistant/Secretary to the Board is a full time position, under the direct supervision of the Human Resources Manager and the overall supervision of the General Manager, to include the responsibilities of Deputy Secretary to the Board of Harbor Commissioners and Administrative Assistant, Records Clerk, and Receptionist to the San Mateo County Harbor District. DISTINGUISHING CHARACTERISTICS The Administrative Assistant/Deputy Secretary to the Board reports to the Human Resources Manager. In the absence of the Human Resources Manager, the Administrative Assistant/Deputy Secretary to the Board reports to the General Manager or his or her designee. TYPICAL DUTIES AND RESPONSIBILITIES Performs the job responsibilities of ADMINISTRATIVE ASSISTANT (approximately.4 FTE) to include the following functions: Provide secretarial support to the Human Resources Manager and the General Manager. Provide clerical support to management staff. Process all administrative requisitions, check requests and District-wide purchase order requests. Type drafts and a wide variety of finished documents from stenographic notes, hand written copy, minutes from meetings, brief instructions of printed materials; transcribe dictation from tapes; use word processing equipment and input or retrieve data or prepare reports using a computer. Prepare a variety of documents in draft and final form; review finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage. 1 of 5
Arrange to publish legal notices and public notices. Process, track, and maintain commercial activity permits. Operate a variety of office equipment including the facsimile machine, copier, postage machine, printer, computer, postage weight machine, typewriter, telephone and binding machine. Coordinate with service representatives. Organize and maintain conference room including bookshelves and tape library. Create, update, track, and maintain lease files. Create, update, track, and maintain project files. Order and maintain supplies. Organize supply cabinet. Copy, collate, and distribute documents. Schedule appointments, travel arrangements, conferences, and meetings when applicable. Assist co-workers when needed, including copying and mass mailings as appropriate. Research and compile a variety of informational materials from sources both inside and outside the office. Update and maintain handbooks, policy binders, and other subscription type documents. Distribute and explain forms. Add postage to postage meter. Coordinate with service representative. Perform other jobs as directed. Performs the job responsibilities of DEPUTY SECRETARY (approximately.2 FTE) of the Board of Harbor Commissioners to include the following functions: Attend meetings of the Board of Harbor Commissioners, and meetings of Committees of the Board. Prepare and distribute agenda packets for Board meetings to all Commissioners, management staff and interested parties, and for meetings of the Committees of the Board. Record meetings and compile minutes of the Board meetings and meetings of Committees of the Board. Prepare written record of transcriptions. Prepare and maintain accurate Resolutions, meeting minutes, Ordinance Code files and agenda files. Maintain District s and the Commissioners Master Calendars. Place relevant page(s) of Board meeting minutes in respective files (i.e. topic relevant to Levine-Fricke South Shoreline should be filed in the South Shoreline: Levine-Fricke file). Schedule and arrange for meetings, special events, etc., and makes appropriate room reservations. 2 of 5
Process all Commissioners identification cards. Prepare agenda packets for the Pillar Point Citizen s Advisory Committee; the Oyster Point Liaison Committee and the Oyster Point Tenant s Advisory Committee. Follow up with staff to assure deadlines are being met. Performs the job responsibilities of FILE CLERK (approximately.2 FTE) to the San Mateo County Harbor District to include the following functions: Maintain a history file of articles appearing in newspapers and other publications pertaining to the District. Copy relevant newspaper clippings and attach the copy in appropriate files (i.e. tall ship articles in relevant commercial activity permit file, Romeo pier in Romeo pier file, etc). Distribute copies of articles to Board of Harbor Commissioners and Management Staff. Organize and maintain the district s filing systems, transfer out-of-date files archives upon General Manager s approval; purge files as directed by the General Manager through the District Destruction of Record s process. File administration documents, including Finance and Accounting documents, in appropriate files by attaching them to respective sections of the file. Organize all bulletin boards in the Administrative offices. Place appropriate personnel documents on bulletin boards (i.e. PERS information relative to Retirement workshops, etc.). Remove items from bulletin boards upon expiration of event or in a timely manner. Organize and maintain the District badges, sweatshirts, District hats, District pins and other miscellaneous clothing attire. Issues these items to appropriate individuals. Collect money for sales of sweatshirts and hats and makes the appropriate annotation in receipt book. Turn funds and appropriate paperwork in to the Accounting Specialist with notice of such action to the Director of Finance. Performs the job responsibilities of RECEPTIONIST (approximately.2 FTE) to the San Mateo County Harbor District to include the following functions: Answer and screen all telephone calls on the Administrative Office main lines and transfer calls to appropriate person. Sales calls should be discouraged. Receive and screen visitors; provide factual information that may require the interpretation and application of policies and procedures; take detailed messages or refer the visitors to the appropriate persons. Open and screen mail and deliver to appropriate person and make copies to others when appropriate. Eliminate circulation of junk mail. Process mail on a daily basis. Make document copies for the general public, when asked, and collect the appropriate fee. 3 of 5
Collect miscellaneous fees from the general public and makes the appropriate annotation in the receipt book. SPECIAL REQUIREMENTS Essential Functions: These functions may be performed with or without reasonable accommodation: Speak fluent English clearly and understandably Ability to review reports and correspondence quickly and accurately Use dexterity and vision necessary to operate computer equipment with a high degree of productivity and accuracy On a continuous basis, incumbents must sit at a desk and in meetings for long periods of time Intermittently twist and bend to reach equipment in their work area Perform simple gripping, grasping and fine manipulation. In addition perform repetitive keystrokes on both a computer keyboard Use a telephone and communicate through written and electronic means Develop and maintain cooperative relationships Attend evening Board meetings Keep regular attendance and hours Knowledge of: Principles and practices of general organization and administration Computer spreadsheet, as well as word processing, and graphic software programs Office methods and procedures Methods and techniques of administrative analysis Ability to: Analyze, interpret, and explain policies and procedures Disseminate information concerning harbor and marine environments Prepare accurate and timely products, statements, and reports Compile, correlate and analyze a large volume of written and electronic data Conceive, propose, implement and maintain accurate and sound procedures and records Conceive and effectively propose solutions to problems Read, comprehend and interpret rules and regulations Maintain simple office machines (i.e. copier, fax, postage) Establish, maintain and foster cooperative working relations with employees, supervisors, elected officials and the general public Express self clearly and concisely in written and verbal communication 4 of 5
Operate a computer using Microsoft WORD, Microsoft EXCEL, and to learn desk top publishing Effectively train and/or educate other employees Perform duties on a regular and consistent basis Apply information system technology Organize efficiently and effectively Type 60 wpm Transcribe from handwritten and electronic data File efficiently and accurately EDUCATION AND EXPERIENCE Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be a combination of: Education: Two years of Community College (60 units), Associate of Arts Degree or equivalent business office certificate preferred. Two years of additional experience in a similar position may be substituted for one year of community college (30 units). Experience: Five years as an Administrative Assistant with increasing responsibility. LICENSES AND/OR CERTIFICATES Must possess and maintain a valid California drivers license. 5 of 5