Senior Administrative Assistant

Job TitleThis is an advanced journey level position requiring high performance of a full range of duties, possesses technical and/or functional expertise, and performs specialized duties in a highly independent manner.Job DescriptionThis position requires a minimum of three to five years at the entry level. Performs a variety of general to complex administrative duties. Prepares, processes, and files documents and reports. Research, compile, and prepare a variety of fiscal, statistical, and administrative reports. Assists visitors and the public. Has knowledge of departments policies and procedures. Assists other departments, the public, and visitors both in-person and on the phone. Schedules and coordinates events. May handle some elements of accounts payable and/or payroll.Essential Duties and ResponsibilitiesThe intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.Receives and screen calls and visitors and responds to inquiries or complaints within scope of judgement.Types, proofreads, and processes a variety of routine and non-routine documents including general correspondence, agendas, reports, newsletters, and memoranda.Orders, receives, inventories, stores, and distributes supplies. Contacts vendors and suppliers as needed. Maintains related records.Initiates and maintains a variety of files and records for information related to the assigned office. Ensures proper filing of documents in departmental or central files. Maintains and updates resource materials.Coordinates the flow of communication through the assigned office in an efficient and effective manner with staff, the general public, businesses, and others.Schedules meetings and arranges for room set up. Arranges for necessary materials to be available at meetings. Prepares agendas and packets for meetings. Takes and transcribes minutes.Plans, organizes, and carries out administrative assignments. Compiles and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area.Participates and assists in the administration of the assigned office. Organizes and facilitates activities of the assigned office. Recommends procedural changes affecting support activities.Assists in the collection and organization of budget information from staff. Monitors assigned budget line item. Provides status reports as required.Serves as secretary to various committees, commissions, and task forces. Prepares, copies, and distributes meeting agendas and related materials, minutes, resolutions, or other formal documentsPerforms related duties as required.Minimum QualificationsRequired Education and Experience:High school diploma (or GED equivalent)Three (3) to five (5) years of experience in administration in a public officeAny equivalent combination of training, education, and experience that provides the required skills, knowledge, and abilitiesRequired Licenses or Certifications:Class C driver's licenseCompetencies for Successful Performance of Job DutiesKnowledge of:English grammar, spelling, punctuationPrinciples and practices of basic bookkeepingModern office procedures, methods, and computer equipmentPrinciples and practices of recordkeepingAdvanced secretarial and administrative support techniquesDepartment programs and proceduresPrinciples and practices of data collection and report preparationApplicable software applicationsSkill in:Interpersonal skills necessary to develop and maintain effective and appropriate working relationshipsPerforming a variety of duties, often changing from one task to another of a different naturePerforming basic mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratiosCommunication, both oral and writtenCustomer serviceAbility to:Meet schedules and deadlines of the workUnderstand and carry out oral and written directionsAccurately organize and maintain paper documents and electronic filesMaintain the confidentiality of information and professional boundariesPrepare and maintain accurate and complete records and reconcile accountsPerform a variety of office support duties and activities which contribute to efficient operationsPrepare correspondence, memoranda, and minutes of meetingsCompile and prepare a variety of administrative reportsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The position is generally sedentary. Employees sit most of the time but may walk or stand for brief periods of time.