Administrative Assistant

Administrative Assistant

Position Description - Manages supervisor`s calendar, researches and negotiates with hotels, etc., makes complex scheduling arrangements involving multiple parties, independently makes and cancels meetings depending on the subject and attendees, determines what confidential information can be disseminated and to whom, arranges for special room or equipment needs and/or multiple locations & individuals, coordinates domestic and foreign travel arrangements for executive/work unit head, unit personnel and visitors; participates in the planning and coordination of national and international meetings. Independently composes original correspondence for the executive/work unit head`s review and signature, coordinates data collection and provides information to others, explains policies of the functional area. Performs/supervises several administrative functions, manages a small work unit, analyzes short-term administrative needs of the unit, notifies relevant individuals of work progress and inquires as to its status. Develops filing systems, internal mailing processes and procedures; prepares non-routine responses to correspondence may supervise general administrative functions. Oversees or resolves non-routine/difficult situations based on knowledge and interpretation of established policies & procedures; interprets rules and regulations. Develops macros, serves as unit expert or lead over other clerical/administrative positions, creates and maintains databases, generates unique reports, creates complex spreadsheets, diagnoses and resolves simple software/hardware problems, maintains web pages, designs and lays out publications. Prepares routine reports and statistics, determines report format and elements. Prepares and/or supervises preparation of complex payroll, researches payroll issues, interprets policies & procedures. assigned agency, counsels employees on basic benefit questions. Uses PRISM regularly to process departmental HR transactions, updates job descriptions using information obtained from employee, supervisor, evaluations and samples. Resolves personnel processing problems on personnel policy/procedures with interpretation from appropriate resource. Completes job recruitment packages including drafting advertisement language for non-professional job announcements. Serves as liaison between supervisor/manager and HR. Advises supervisor and provides information regarding HR policies and procedures, prepares diversity report. Knowledge and understanding of the programs or activities of the unit served, as well as of the County and departmental administrative guides. Analyzes data and develops budget recommendations; administers several complex funds, projects, contracts, grants; processes journal/budget entries. Reconciles and monitors accounting processes; resolves non-routine and complex problems, prepares wire transfers. Researches and recommends equipment/vendors and prices; determines substitutes for supplies and high value equipment; coordinates the purchase of non-standard items; resolves issues and disputes with vendors; identifies need for increased levels of contract monitoring; acquires insurance via County Risk Management. Provides advice/counsel; exercises discretion in administrative policy interpretation; resolves a wide variety of operational problems requiring sound judgment; acts as the liaison between work unit and external units; recommends exceptions to administrative policies that are subject to review.

Skills Required - Knowledge and understanding of the programs or activities of the unit served, as well as of the County and departmental administrative guides. Knowledge of basic principles and methods of a technical or professional field. Basic math skills. Intermediate skills in the use of Microsoft Office. Intermediate skills in the use of agency specific software applications. Ability to communicate well through written and oral means. Ability to gather, integrate, and analyze simple data. Ability to establish and maintain effective working relationships. Ability to perform complex PRISM functions. Ability to maintain confidentiality and be sensitive to political issues. Supervisory experience. Considerable experience providing administrative support in the assigned functional areas. Supervises a group of clerical/accounting personnel. Determines, modifies, and implements administrative policies, procedures and methods to improve office practices; designs spreadsheets and databases, provides customized reports to analysts.

Skills Preferred

Experience Required - 3 to 5 years' experience of administrative assistant work or program coordination experience.

Experience Preferred - 5 to 10 years of experience working as administrative experience

Education Required - Associate degree in Business, English, Human Services

Education Preferred - Bachelors degree in Business