State Bar of California Hiring for Administrative Assistant II Job at Los Angeles, CA Full Time

Office of Chief Trial Counsel

Salary Range: $61,825 – $82,438

Non-exempt / Union Represented

The Administrative Assistant II assists staff members and directs coverage work for absentee support staff. Performs preliminary research, collect information and data, such as issuing subpoenas. Assist in analysis of collected data and information, compiling data from subpoenas onto an excel spreadsheets. Utilizing our Case Management System for maintaining case files, which includes correspondence, case status changes, closing cases, etc. Assume primary responsibility for conducting and/or overseeing special projects, as necessary.

DEFINITION

Under general direction, the Administrative Assistant II (AAII) assists professional, supervisory or executive staff member(s) in accomplishing administrative duties and responsibilities of the department, unit or individual staff member, to which the position is assigned, by completing administrative responsibilities and other duties as assigned. In addition, the AAII coordinates special projects, performs research, analysis, evaluation and report preparation; and other duties as assigned.

DISTINGUISHING CHARACTERISTICS

This is the journey-level classification in the Administrative Assistant classification series. Incumbents work under general supervision and independently perform the full range of duties, including the more difficult department specific clerical office and staff support duties.

The Administrative Assistant II classification is distinguished from the Senior Administrative Assistant classification by the latter’s ability to perform the most advanced complex duties and may serve in a lead capacity over lower level staff.

EXAMPLES OF ESSENTIAL DUTIES

Duties may include, but are not limited to the following:

• Assists executive staff members in training and directing the work of subordinate support staff.
• Coordinates administrative procedures and/or programs within the office or unit to which the position is assigned.
• Assists with the evaluation of administrative problems and procedures and recommends solutions and/or prepares reports with alternative methods of procedures to the responsible authority. In addition, the AAII may participate in meetings and planning sessions to facilitate inter-office and intra-office communication, cooperation and information.
• Provides technical support and training in office technology in such areas as telephones, voicemail, e-mail, computer programs and databases and file maintenance operations to other personnel.
• Conducts special studies and investigations, performs preliminary research, collects information and data, analyzes and/or assists in analysis of collected data and information and coordinates and manages the preparation of resultant memoranda, reports or other documents for review, amendment and/or approval by responsible authority.
• Assumes primary responsibility for conducting and/or overseeing special projects, as necessary.
• Oversees the flow of information regarding the department to the general public or internal constituents and acts as a resource to the staff for non-routine or sensitive inquires and/or requests.
• Assumes primary responsibility in the preparation of Board of Governors and Board Committee agenda items, memorandum, and reports of other documents.
• Assists in the preparation of budgets and statistical analyses.
• Performs other similar or related duties, which may not be specifically included within this position description, but which are consistent with the general level of the job and the responsibilities described.

EMPLOYMENT STANDARDS

Knowledge of:

• Principles and techniques of budget preparation and maintenance.
• Computer information systems, including personal computer application, spreadsheet programs and word processing programs.
• Problem identification, analysis and evaluation.
• Research techniques and procedures.
• Coordination and operation of programs.
• Centralized information and data based record keeping systems.
• Principles of composing correspondence and preparation of minutes, agendas and special reports.
• Obtain a working knowledge of the State Bar offices and their functions and a general knowledge of other agencies and their interface with the State Bar.
• Principles of project supervision and leadership.
• The basic rules of vocabulary, grammar, spelling and punctuations as specified in Webster’s New Collegiate Dictionary.
• Business math for completing non-technical calculations such as addition, subtraction, multiplication and division.

Ability to:

• Possess the visual capability and digital dexterity to operate a computer and other standard office equipment.
• Make fine visual distinction upon proofreading written documents and viewing information on a computer screen.
• Communicate clearly and effectively in person and in writing.
• Obtain and present material in oral and/or written form.

Minimum Qualifications:

Education:

• Possession of high school diploma or equivalent.

Experience:

• Minimum three (3) years of increasingly responsible clerical experience.

Applicants who meet the Minimum Qualifications will be required to successfully complete the State Bar’s selection process for this classification.

License, Certificate, Registration Requirements:

• None required.

Physical Requirements:

• Sit for extended periods of time.
• Make fine visual distinctions upon proofreading written document and viewing information on a computer screen.
• Ability to lift up to 25 pounds.
• Possess visual capability and digital dexterity to operate a computer and other standard office equipment.
• Digital dexterity to assemble, retrieve and replace files.
• Frequent and ongoing use of a telephone and computer terminal.

Condition of Employment

Employment with the State Bar of California requires full vaccination and proof of full vaccination for COVID-19 before starting work. Exemptions to the mandatory vaccination policy may be available for a medical condition, disability, or sincerely held religious belief and must be approved before starting work.