Administrative Assistant

Administrative Assistant – Class IIIThe job of Administrative Assistant - Office is done for the purpose of providing administrative and secretarial support to assigned administrative personnel; coordinating activities and monitoring assigned activities; and providing information, recommendations and/or direction as requested by assigned administrator.Essential FunctionsCompiles data from a variety of sources for the purpose of supporting individual departments.Coordinates a variety of projects, functions and/or program components for individual departments for the purpose of completing activities and/or delivering services in a timely fashion.Greets individuals wishing to enter the building and allows authorized entrance for the purpose of ensuring building security and directing individuals within the building as needed.Maintains a wide variety of manual and electronic documents files and records for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.Monitors a variety of activities on behalf of assigned Administrators for the purpose of achieving goals and meeting target dates.Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.Performs general and program specific clerical functions for the purpose of supporting administrative activities.Prepares a variety of documents for the purpose of communicating information and/or creating documentation in compliance with established guidelines.Presents information on administrative procedures for the purpose of orienting new personnel and/or disseminating information to existing personnel.Processes documents and materials for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.Procures supplies and materials for department(s) for the purpose of maintaining availability of required items.Represents assigned Administrators in their absence for the purpose of conveying and/or gathering information required for their functions.Responds to a variety of inquiries from a variety of internal and external parties for the purpose of providing information, facilitating communication among parties and/or providing direction.Schedules a wide variety of activities for the purpose of making necessary arrangements for assigned administrators.Other FunctionsPerforms other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.Job Requirements: Minimum QualificationsKnowledge is required to perform basic math, including calculations using fractions, percents, and/or ratios; understand written procedures, write routine documents, and speak clearly; and understand complex, multi-step written and oral instructions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; concepts of grammar and punctuation; and office practices and procedures.Skills are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; and preparing and maintaining accurate records.Ability is required to schedule activities, meetings, and/or events; gather and/or collate data; and use job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize specific, job-related equipment. Some problem solving may be required to identify issues and select action plans. Problem solving with data may require independent interpretation; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; displaying tact and courtesy; maintaining confidentiality; setting priorities; being attentive to detail; establishing and maintaining effective working relationships; working as part of a team; and working with frequent interruptions.ResponsibilityResponsibilities include: working under direct supervision using standardized routines; leading, guiding, and/or coordinating others; tracking budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services.Work EnvironmentThe usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, 10% standing. This job is performed in a generally clean and healthy environment.Experience: Job related experience with increasing levels of responsibility is desired.Education: High School diploma or equivalent.Clearances Criminal Background ClearanceFLSA Status Non Exempt