Senior Administrative Assistant

Job Summary

Oversees, coordinates and performs complex administrative or technical functions in a specialized field to support a department or division. Examples of duties include: composing correspondence; developing various, complex reports by researching and gathering information/statistics; coordinating and attending meetings and composing minutes; coordinating and overseeing the administrative functions of department programs and activities; and tracking budget expenditures and assisting in the preparation of the budget; serves as lead staff member.

Essential functions may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks. Reasonable accommodations, as defined under the American with Disabilities Act, will be made when possible.

Carries out lead staff member responsibilities including: training in job skills, assigning and directing work; making recommendations in performance appraisal; and reporting problems to supervisor; may deal with sensitive and confidential personnel matters at the direction senior level staff and/or the department director.

Coordinates department programs, processes and records, including: preparing files; maintaining confidential records, documents and correspondence, purging records and files and assuring that reporting processes and procedures and followed; creating and maintaining filing systems; scheduling and coordinating services.

Prepares complex, routine and non-routine reports utilizing a variety of software; receives, sorts, and summarizes material for the preparation of daily, monthly and annual reports; prepares work reports; develops charts and graphs; relays and interprets administrative decisions, policies and instructions; performs specialized research and statistical work on assigned subjects for staff and management makes recommendation based on research.

Interacts with a variety of high-level individuals, both internally and within the community to provide information, disseminate departmental information and assist in resolving administrative issues.

Composes and prepares letters, memos, notices, agendas, reports or other correspondence in accordance with standard policies; proofs correspondence and related documents of staff; composes confidential correspondence and maintains files associated with same; processes routine and non-routine matters independently.

Maintains department or division financial records; oversees department purchasing, accounts payable and accounts receivable processes including: coordinating orders; ordering and maintaining supplies; receiving and reconciling shipments with purchase orders; preparing invoices for payment; posting charges; posting and processing checks; monitoring accounts; collecting fees; preparing deposits; and maintaining petty cash.

Maintains department personnel files, including: maintaining employment, training and certification records; and tracking and filing employee evaluations; prepares new hire information for department or division staff, including: obtaining position and salary information; obtaining copies of documents, fingerprints and photographs; completing personnel actions and related forms; obtaining signatures; conducting background checks, licensing information and other investigative information and verifies information at the request of staff; preparing related paperwork; processes information for terminated employees; prepares exit forms.

Coordinates various payroll processes and related personnel information, including: payroll time sheets; researching missing time sheets; reviewing/completing computations and leave designations; verifying signatures and account distribution of hours; forwarding to Finance; distributing payroll checks and related information to employees; and maintaining related files.

Develops, communicates, and monitors policies, procedures, and standards for the department; recommends improvement when necessary.

Serves as secretary to various boards/committees; attends meetings, prepares minutes, recommendations, etc., and distributes related information; processes appeals; schedules hearings/meetings.

Coordinates permits and other application processes, including: reviewing and processing permits/applications; entering information into computer system; issuing permits; receiving and receipting fees; managing permit record system; researching permits; and assisting customers with questions.

Assists in researching, purchasing and implementing computer software; maintains and updates software programs.

Updates, maintains, organizes and distributes directives and bulletins; prepares newsletters, directories, brochures, etc., including: collecting data; writing articles, designing the layout; and printing and distributing; updates and maintains information systems and web site information.

Answers, screens and/or routes incoming telephone calls; provides information to callers, receives citizen complaints, and directs calls and messages to appropriate person.

Interviews, screens, greets visitors and the general public; provides customer service and support; responds to inquiries and directs individuals to the appropriate area or assists them with information on departmental services and functions.

Assists in the formulation of the budget, including: making recommendations; preparing forms; collecting budget data; typing, calculating, and coordinating completion of budget; maintaining/tracking budget accounts/records throughout year; balancing and reconciling budget; preparing financial reports and producing budget book; preparing transfer memos; and attending budget meetings/hearings.

Coordinates and schedules appointments, meetings, or reservations at the request of staff; prepares the location, photocopies materials and prepares agendas; distributes staff calendars of schedules; coordinates travel arrangements; makes reservations; evaluates cost impact for budget purposes.

Reports administrative and/or operational problems to supervisor.

IMPORTANT JOB FUNCTIONS :

Assists in preparing and filing legal documents.

Assists in determining eligibility of clients for various programs and services offered by the department.

Maintains office machinery; performs basic preventative maintenance and repairs.

Plans, prepares and presents training programs.

Retrieves, opens, stamps, sorts, and distributes incoming mail; prepares and processes outgoing mail, mass mailings, etc.; determines appropriate routing for correspondence; receives and distributes faxes and email; and checks voice mail.

Provides notary services.

Establishes, adapts, maintains and reviews procedures to simplify office procedures.

Catalogues and maintains department brochures and literature.

Photocopies reports, maps, memos, and other documents for requesting parties; develops various forms.

Disseminates a variety of information to various agencies, divisions, or departments via telephone, mail or FAX.

May serve as backup for other positions within the department.

Performs other related duties as assigned. Regular and predictable attendance is required.

MATERIAL AND EQUIPMENT USED : General office equipment, computer

Knowledge, Skills and Abilities

Knowledge of:

General office procedures, policies and practices, as well as basic knowledge of computer and other general office equipment.

Correct English usage, including spelling, grammar, punctuation, and vocabulary.

Office administrative and secretarial practices and procedures, such as business letter writing.

Record keeping, report preparation, filing methods and records management techniques.

Accounting and budgeting principles and practices.

Customer service techniques.

Applicable state, federal and local ordinances, laws, rules and regulations.

All computer applications and hardware related to performance of the essential functions of the job.

External governmental bodies and agencies related to area of assignment.

Contract management.

Skill in:

Organizing, assigning, leading and reviewing the work of staff.

Preparing clear and concise reports, correspondence and other written materials.

Using tact, discretion, initiative and independent judgment within established guidelines.

Using a computer to accurately and rapidly enter and retrieve data and information.

Organizing work, setting priorities, meeting critical deadlines and following up assignments with a minimum of direction.

Typing from rough draft or printed text at a rate of 50 net words per minute.

Taking and transcribing notes.

Communicating orally and in writing with internal staff, citizens, and other departmental staff in order to give and receive information in a courteous manner.

Operating and routine maintenance of general office machines such as copiers, facsimile machines, telephone systems, and two-way radio base stations.

Analyzing and resolving office administrative situations and problems.

Researching, compiling, and summarizing a variety of informational and statistical data and materials.

Applying logical thinking to solve problems or accomplish tasks; understanding, interpreting and communicating complicated policies, procedures and protocols.

Proofreading copy.

Ability to:

Ability to read and interpret documents such as safety rules, operation and maintenance instructions, procedure manuals, and so forth.

Ability to understand and carry out written and oral instructions, giving close attention to detail and accuracy.

Ability to establish and maintain effective working relationships with a variety of individuals.

Ability to rapidly and