Administrative Assistant

Job Description Summary: 8 hour shift/Monday-Friday At least 2 month - contract

Required: * 3-6 years of secretarial or administrative support experience. NOTE: Administrative support experience is work best represented by a high degree of independent and personal discretion while using department policies and procedures to address operational details like screening, referring appropriately, or personally resolving issues that may not require a director's or a manager's personal attention.

NECESSARY SPECIAL REQUIREMENTS: Bilingual skills. Specific typing and/or word processing speeds may be required. The ability to take dictation at 90 or more words per minute. Excellent written communication skills must be demonstrated in the completion of the employment application and supplemental questionnaire. Must be willing and able to report to different worksites due to operational or business requirements.

Job Definition: Performs a wide variety of secretarial and routine administrative functions for one to three directors and/or management personnel. Must possess considerable knowledge of the assigned agency/departmental programs, terminologies, policies, and procedures. Incumbents independently perform secretarial and administrative support duties in support of administrators assigned to the Management Benefit Group 2 or department/agency heads.

Duties: Screens incoming correspondence, arranging items by priority for the administrator's reply, referring matters to other staff as appropriate and preparing correspondence regarding matters not requiring the administrator's personal attention. Acts as the administrator's receptionist, screening office and telephone callers, referring inquiries as appropriate and personally assisting those whose business does not require the administrator's personal attention. Makes appointments and arranges conferences and meetings for the administrator, exercising considerable discretion in commitment of the administrator's time. Researches, compiles, and organizes information for use by the administrator in the completion of reports, recommendations, and special projects, preparing reports and projects for the administrator's approval upon request. Sets up and maintains a variety of office files and records, making appropriate recommendations for changes in clerical and office procedures as necessary. Serves as liaison between the administrator, his staff, and representatives from other departments and agencies, personally transmitting messages, requests and instructions as appropriate. Relieves the administrator of routine personnel, budget, timekeeping and purchasing tasks and other operational details as necessary. Takes and transcribes dictations from shorthand notes or recorded dictations; performs filing, mimeographing, xeroxing, and related tasks as required. May be assigned duties which involve clerical accounting or bookkeeping. May perform lead functions over other clerical personnel. Performs other related duties as required.