Administrative Aide

$45,994 - $56,055/Yr

Tulare County - Visalia, CA

Full-time - Entry Level

Visalia, CA

Social Assistance

About the position

The Administrative Aide position is a vital role within Tulare County, specifically within the Health & Human Services Agency located in Visalia, CA. This recruitment aims to establish an employment list to fill current and future vacancies for this position. The anticipated life of the employment list is six months, and interested candidates are encouraged to submit an online application for consideration. The role involves a variety of administrative tasks that support the operations of the agency, including data collection, analysis, and the preparation of reports. The successful candidate will be responsible for conducting research, analyzing information, and formulating recommendations in various report formats. Additionally, the position requires the development and implementation of record-keeping systems, maintenance of data files, and preparation of memos, letters, and statistical reports. In this role, the Administrative Aide will assist in processing administrative reports, prepare meeting agendas, and take minutes. The position also involves interpreting and applying legislation, rules, and regulations relevant to agency and departmental practices. The aide will work closely with personnel services officers on benefit and compensation matters and assist in the coordination of the new hire process. The role may also include indirect supervision of staff, volunteers, and inmate workers, as well as placing purchase orders with vendors and giving presentations before staff and groups. The Administrative Aide will serve on various committees and assist in preparing and monitoring budgets, ensuring compliance with programs and contracts. Candidates for this position should possess a strong educational background, with a minimum of two years of college coursework in public or business administration or a closely related field. Additionally, candidates should have at least one year of experience providing responsible administrative support. The role requires knowledge of basic math, personal computers, and various software applications, as well as the ability to communicate effectively with individuals from diverse backgrounds. The position demands strong organizational skills, the ability to multitask in a fast-paced environment, and proficiency in word processing, spreadsheet, and database programs. A valid California driver's license is also required.

Responsibilities

• Collect and compile data and prepare written analysis of findings.
• Conduct research, analyze information, and formulate recommendations in various report formats.
• Develop forms and tracking mechanisms.
• Implement various record-keeping systems and maintain data files.
• Prepare memos, letters, and narrative and statistical reports.
• Assist in processing administrative reports and write, maintain, and distribute reports.
• Prepare meeting agendas and take minutes.
• Read, interpret, and apply legislation, rules, and regulations as they pertain to agency and departmental practice.
• Assist in developing and monitoring departmental and agency documents.
• Monitor programs and contracts for compliance and modification.
• Interpret policies, procedures, and State and Federal regulations.
• Assist in maintaining and processing personnel transactions and records.
• Maintain department and agency position control.
• Assist and work closely with personnel services officers in benefit and compensation matters.
• Coordinate the new hire process and interpret County human resources regulations.
• Assist in projecting training budget and needs.
• Indirectly supervise staff, volunteers, and inmate workers.
• Place purchase orders with vendors and give presentations before staff and groups.
• Serve on a variety of committees and prepare pay estimates, review accounts, analyze invoices, and assist in preparing and monitoring budgets.
• Build, operate, and maintain automated systems and information.

Requirements

• Equivalent to completion of two years of college with major coursework in public or business administration or closely related field.
• One (1) year of experience providing responsible administrative support.
• Knowledge of basic math, personal computers, automated systems, and software programs including word processing, spreadsheet, and database applications.
• Ability to work and communicate effectively with people of various education and socioeconomic backgrounds.
• Ability to operate contemporary office equipment inclusive of computer, keyboard, and all applicable electronic equipment.
• Ability to read, interpret, and apply legislation, rules, regulations, technical information, and other complex documents.
• Ability to conduct research, collect, organize, and analyze information, draw valid conclusions, and formulate recommendations.
• Ability to plan, prepare, and effectively present material to groups.
• Ability to write clear, concise reports, letters, questionnaires, and grants.
• Ability to develop and maintain effective record-keeping systems.
• Ability to proofread written material and organize work to meet established deadlines.
• Ability to perform multi-tasks in a fast-paced, fluid environment.

Nice-to-haves

• Knowledge of statistical methods and training techniques sufficient to assist in developing and conducting training programs.
• Skill in coordinating various meetings and special events.
• Ability to monitor the implementation of new policies and procedures and contract compliance.
• Skill in developing improved reporting systems.

Benefits

• AD&D insurance
• Dental insurance
• Dependent health insurance coverage
• Disability insurance
• Life insurance
• Loan forgiveness
• Retirement plan
• Health insurance with PPO and HMO options
• Paid holiday leave
• Vacation accrual
• Sick leave accrual
• Group term life insurance and AD&D
• Disability insurance coverage
• Deferred compensation plan