Admin Spec IV
Admin Spec IV - Executive Assistant
Performs advanced, highly responsible, professional secretarial administrative services for manager, following established procedures guidelines or brief instructions. Requires knowledge of the unit's operating policies, procedures protocols. Deals w/ sensitive departmental organizational matters. Works independently relieves manager of routine administrative detail. The position is expected to exercise latitude some judgment to perform job responsibilities resolve problems within established procedures guidelines. Essential Functions: - Greets callers visitors - Answers questions provides information on department policies, procedures protocols - Handles complaints from members the public, referring the complaint to appropriate staff and/or takes or recommends action to resolve the issue - Takes care of matters that do not require the manager's attention that fall within department practices, protocols established policy - Refers substantive questions requiring content knowledge to others - May handle emergency situations in the manager's absence following established protocols guidelines - Relieves manager of routine administrative detail - Keeps manager apprised of important/relevant matters - Serves as liaison between manager his/her direct reports others within across the organization unit to receive disseminate information - Maintains manager's calendar serves as focal point for scheduling coordinating manager's time - Schedules meetings makes commitments of manager's time based on personal knowledge of manager's workload current issues of importance - Briefs manager on matters to be considered before meetings appointments - Coordinates administrative logistical arrangements for conference rooms, conference calls other meeting events - Distributes meeting notice agenda - Arranges for teleconferencing equipment other equipment needs catering services - Gathers assembles files, documents other information necessary for meetings - May attend meetings to record minutes, track agenda, decisions action items - Reviews manager's mail - Identifies required action due dates - Researches issues attaches supporting documentation to assist manager and/or refers mail to appropriate staff member - May personally handle routine action items/ requests for information following established guidelines standard protocols - Independently handles travel arrangements - Tracks compiles expense receipts - Prepares monthly expense reports - Uses word processing software to prepare format interoffice communications, letters, reports, confidential documents, etc., including graphic presentations; may include desktop publishing - Organizes maintains confidential department files records - Maintains specialized project references files used by manager staff - Relieves manager of routine department budget tracking following standard guidelines protocols - Processes purchase orders invoice requests - Tracks, monitors produces budgetary reports - Reconciles invoices resolves discrepancies - Orders office supplies arranges for equipment repair - May assist w/ administering department budgets - Drafts standard / recurring correspondence on own initiative following standard office protocols for manager's review / signature - Assume other duties as directed Qualifications: Basic Qualifications: - Minimum five (5) years secretarial/administrative or comparable experience in complex organizational environments - High school diploma or GED required - Business school/college level course work preferred - Ability to work independently w/ good problem solving organization skills; accuracy attention to detail - Must exercise good judgment in handling/releasing confidential/sensitive information - Demonstrated customer service interpersonal skills - Ability to effectively communicate w/ all levels of management (internal/external), employees, members the public - Ability to compose correspondence perform simple math - Proficiency w/ word processing spreadsheet software used by the department (e.g., Word, Excel, PowerPoint, FileMaker Pro, etc) - Proficiency in MS Word, MS Excel Powerpoint must be demonstrated through testing - Word Processing Speed: 45 wpm required - Skills testing as appropriate - Must be able to work in a Labor-Management Partnership environment Notes: - Days/hours may vary depending on the department needs - May be required to travel to otherfacilities to cover as needed