Administrative Assistant (Bilingual)

JOB
Our ideal candidateYou are a dependable, punctual, caring professional, with excellent communications skills who uses tact, patience, and courtesy in a culturally sensitive manner. You can prioritize tasks and are motivated to complete work with minimal supervision. You take initiative to support the goals of the organization and the manager to whom you report. You are committed to providing the best service available to the Santa Barbara County Education Office, school districts, and students.General descriptionPerform a wide variety of advanced and complex office duties and administrative support functions. Employees in this position assume major responsibility for providing and maintaining current information about the County Education Office policies, rules, regulations and procedures, programs, and functions.

EXAMPLE OF DUTIES
Plan, organize, perform and train others in clerical, office and administrative support functions related to the activities and operations of the assigned program, division or departmentServe as a primary source of information regarding the Office and assigned program policies, procedures, standards and requirements including pertinent legal requirements and other legislative enactments as appropriate to assignmentReceive and interview callers and visitors Provide information where independent judgement, knowledge and interpretations are utilizedResearch and compile background material such as statistical and financial data and supporting informationCompile and prepare comprehensive reports, records, surveys and other documents Coordinate and prepare materials for presentation to the County Board of Education or other entities to whom the manager supported communicatesCompose and prepare a variety of correspondence, memorandums reports and other documents, including material of a confidential natureScreen mail and handle routine items requiring action, prioritizing items for manager actionRoute mail to others as appropriate and process administrative details not requiring the immediate attention of the managerAssist in budget planning and expenditure control processPrepare and distribute meeting notices and agendas, attend meetings to record proceedings, and prepare and distribute comprehensive minutes of meetingsEstablish and maintain a wide variety of manual and computerized files and records including but not limited to records of various state and federal projects Maintain confidential information and recordsMay assist with ordering, inventory and distribution of office supplies and forms for the assigned programPrepare purchase orders and process invoicesMay assist with setting up and processing of numerous contracts for contractorsPrepare and maintain calendar of activities, meetings, and events Schedule appointments, conferences and meetings Arrange travel accommodations and process travel claimsMay assist with updating and maintaining web pages or information for web pagesAssist with online registration for numerous department workshops and eventsAssist with event coordination and setup and provide administrative support as neededOperate a variety of office machines such as typewriter, personal computer, terminal, printer, fax machine, calculator, copier and specialized equipment common to assigned program or officeMay direct, train and provide input for the evaluation of clerical support staffPerform other job related duties as assigned

SUPPLEMENTAL INFORMATION
Classified salary ranges have 26 steps (A-Z). Initial salary placement for new hires is between steps A and J, based on qualifications.Click here for an Overview of Our Application & Selection Process.RECRUITMENT INFORMATION: • All applicants who meet the minimum qualifications will be invited to participate in the examination process for the position. • The examination process may include one or more of the following: written, oral, and performance examination. • Candidates must pass all parts of the examination process to be placed on the eligibility list. Final score will determine the candidate's rank on the eligibility list.• A candidate in the top three ranks (including tie scores) on the eligibility list may be considered for hire; when there are multiple vacancies in the same job classification, additional ranks will be considered. • This recruitment is Dual Certification, meaning it is open to all applicants, including current SBCEO employees and those from the general public. Dual certification results in one integrated eligibility list based on rank.• Eligibility lists are generally valid for six months; promotional eligibility lists are valid for one year. Lists may be exhausted prior to the original expiration date, or they may be extended with the approval of the Personnel Commission.• If you require an accommodation for any step of the application and selection process, please notify Human Resources by the application deadline date (or as soon as possible for an open continuous recruitment).• Veterans' Preference Points: This recruitment is eligible for veterans' preference points for qualifying veterans.