This position is located at Botanic Garden in Berkeley, CA.
Per Article 21.1(e) of the AFSCME Agreement, an employee who has transferred is precluded from transferring again for 6 months. All new employees are ineligible for voluntary transfer during their probationary period. All employees who transfer to or are hired in positions of longer or shorter duration are ineligible to transfer within 6 months of the effective date of such change. The names of those requesting transfer will be given to the appropriate hiring supervisor or manager after the deadline. All job postings are full-time, 12-month positions, unless otherwise noted.
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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 FUNCTION:
Under general supervision, performs specialized clerical and administrative tasks in support of functions, such as: records management and retention, purchasing and facilities maintenance, and maintenance contracts. Provides a variety of routine to difficult office support services to various Park District departments, provides direct customer service to the public, and performs related duties as assigned.
CLASS CHARACTERISTICS:
Administrative Specialist is the journey level class of the office/clerical series, fully competent to independently perform a variety of clerical and administrative tasks. Positions are characterized by the complexity of duties performed and the presence of generally clear guidelines from which to make decisions and the availability of supervision in non-routine circumstances. This class may provide general direction to volunteers, may support a large number of people, or may work alone a majority of the time. Specific duties will vary with the department to which assigned.
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
Answers a heavy volume of telephone calls; prepares purchase requisitions for supplies and equipment; arranges for repairs of equipment and maintenance of buildings; assists with contract administration, including preparing and processing all required documentation; processes payments; tracks, reconciles and deposits checks and cash; extracts and compiles data and other information for reports; types and prepares correspondence, reports, forms and specialized documents related to the functions of the assigned department from drafts, notes, or brief instructions; proofreads and checks typed and other materials for accuracy, completeness, compliance with Park District and departmental policies, and correct English usage, including grammar, punctuation and spelling; serves as receptionist, receiving and screening visitors and calls, provides information such as scheduling for interpretive programs and providing factual information regarding Park District and/or assigned department activities and functions; prepares and updates a variety of complex reports, which may require the use of arithmetic calculations; researches, compiles and provides tracking for information and data from departmental files, records and reports; maintains records and processes forms; maintains calendars; schedules and coordinates meetings and appointments; develops systems for collecting and tracking information, projects and pending items; initiates follow up procedures to ensure projects and other tasks are completed and deadlines met; serves as liaison for other staff, departments and outside agencies; processes and reviews timecards and purchase cards; coordinates technical needs for presentations, board meetings and conference calls; implements surveys and maintains databases to record and report service numbers and trends.
OTHER FUNCTIONS & DUTIES:
Creates, updates and maintains filing systems; opens mail; schedules and coordinates volunteers; sets up presentation equipment; drafts invoice requests and follows up on collection; may maintain POS systems; may input reservation requests; and performs related duties as assigned.
Education: Equivalent to the completion of the twelfth grade;
Experience: Three years of recent responsible clerical or general office experience
dealing with the public.
Substitution: College education in a related field may be substituted for up to one year
of the experience requirement on the basis of 60 semester or 90 quarter
units of college credit equals one year of experience.
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.
Knowledge of: practices and procedures of modern office; correct English usage, including spelling, grammar and punctuation; business letter writing and the standard format for typed materials; policies and procedures related to the department to which assigned; customer relations techniques; and office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Ability to: perform math and bookkeeping and make accurate calculations; attend to detail, be thorough, and follow through; take initiative and use sound judgement within established guidelines; make timely and sound decisions; prioritize and coordinate work activities; interpret and apply detailed rules and regulations; perform continuous data entry; effectively organize and maintain office files and records; understand and carry out oral and written directions; take meeting minutes; train others in work procedures; plan, assign, and review the work of others; compose routine correspondence, Board materials and other documents; maintain flexibility for changing conditions and circumstances with minimal notice; coordinate multiple tasks and priorities; arrange, schedule and set up meetings internally and externally; operate office equipment including computers and supporting word processing, spreadsheet, and database applications; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships with those contacted in the course of work at all levels, including a culturally diverse general public, with a focus on quality service to internal staff and external customers.
CONDITIONS OF EMPLOYMENT:
License or Certificate: Depending on work location and assignment, possession of a valid Class C California Driver’s License may be a condition of initial and continued employment.- Depending on work location and assignment, must pass a Level 1, 2 or 3 background check.
- Depending on the work location and assignment, may be required to wear a Park District uniform.
- All East Bay Park Regional District employees are required to be vaccinated against COVID-19 as a condition of employment.
- This position is designated as a Mandated Reporter under the Child Abuse and Neglect Reporting Act (CANRA). Mandated reporters are individuals who are obligated by law to report suspected cases of child abuse and neglect. As such, you will be required to sign an acknowledgment of having received the District’s policy and your responsibilities.
ADDITIONAL INFORMATION:
REPORTS TO: Chief, manager, supervisor, or designee.
SUPERVISES: This is not a supervisory class, may provide general direction to volunteers.
HISTORICAL INFORMATION:
Employment Category: AFSCME, Local 2428
Revision Approved by General Manager: August 13, 2020
The East Bay Regional Park District is an Equal Opportunity Employer that values and respects a diverse workforce and community. It is committed to promoting an equitable and inclusive workspace that is welcoming to all. Applicants from all backgrounds and life experiences are encouraged to apply. All qualified applicants will receive consideration for employment.
