|SR ADMINISTRATIVE ASSISTANT|
|SEIU White Collar Non-Exempt|
|Under general direction, to support a division manager or higher level manager, by providing highly responsible and varied secretarial and administrative support work which may include budget and fiscal work; contract monitoring; research; project coordination to ensure they are complete, accurate, and meet deadlines; personnel transactions; travel, training, and meeting arrangements; prioritizing correspondence, mail, and calls; preparing and/or compiling reports and correspondence for self or manager's signature; records meetings; handles inquiring within own capacity performing a variety of duties, etc. Works independently in completing several administrative projects/processes.|
|Organizes, researches, and assembles material needed by manager for meetings, conferences, public hearings, etc. and coordinates scheduling arrangements; prepares and distributes agendas and other pertinent information; attends meetings, takes and transcribes minutes; distributes minutes and maintains the official records.
Maintains calendar and schedules tentative appointments; advises management and staff of important meetings; makes travel arrangements for supervisor and staff.
Assists with various administrative project such as the preparation of annual budget, payroll reporting; monitors expenditure records; coordinates the preparation of routine assignments and special projects to ensure deadlines are met.
Composes routine memos and correspondence, and prepares and types documents for manager's signature, either from general instructions or information obtained from researching files; edits and reviews correspondence, memoranda, reports and other material for grammar, clarity, procedural and typographic accuracy; may reword or reconstruct sentences..
Compiles and prepares detailed financial, statistical, and/or other specialized reports from general instructions; tabulates totals and verifies figures; orders supplies and reconciles expenses.
Screens telephone calls to determine priority and whether it should be handled by supervisor or referred to other staff or agency as appropriate.
Acts as liaison between the various managers and officials from other departments, divisions, or sections; may plan and coordinate the work of subordinate clerical staff as required.
Transcribes contracts, proposals, policies and procedures, statements, agreements, minutes, memoranda, reports, and other material generally of technical/specialized subject matter. May take dictation using shorthand or dictaphone machine.
Establishes and maintains sensitive and confidential files, ensures that filing system is organized property; maintains contracts, agreements, and other important documents for division.
Operates personal computer and software/programs such as Microsoft Office Suite, Lotus Notes, and various office equipment including printer and scanner, etc. .
Performs other related duties as assigned.
May be required to handle cash.
|Knowledge of office procedures and methods and use of various office equipment.
Knowledge of English grammar and composition.
Knowledge of basic business math.
Strong computer skills such as MS Office Suite including Word, Excel, PowerPoint, and database application.
Keyboarding skills at 55 CWPM
Skilled with taking dictation at speed of 80 wpm is desired.
Strong organizational skills and abity to prioritze work assignments among conflicting demands.
Ability to proofread documents and identify errors.
Ability to work independently on complex and confidential secretarial assignments.
Ability to establish and maintain an effective working relationship with employees, managers, and the public.
Ability to communicate effectively orally and in writing.
|High school and four years of related experience performing progressively more responsible secretarial and administrative work including office management and use of advance computer skills such as Word, Excel, and PowerPoint; or an equivalent combination of education and experience. Must complete a background check that includes a polygraph examination depending on area of assignment.
Must type 55 wpm. May be required to pass 80/100 wpm dictation skills test.
May be required to become a Public Notary.
4/24/09-KW changed typing speed from 60 to 55
7/2/09-MGR Changed dication skills test to may be required.
9/27/2012 MGR Added background check and polygraph examination.