SR. ADMINISTRATIVE ASSISTANT

Administrative Assistant

Under general direction of the Vice President Comprehensive Services and Quality Improvement (CSQI), performs a wide variety of highly responsible, complex and often sensitive and confidential office administrative and secretarial/office support functions in a major NHA section; provides responsible, para-professional administrative assistance in the analysis, implementation and monitoring of programs; may supervise the work of other office support staff; and performs related duties as assigned.

DESIRED MINIMUM QUALIFICATIONS:

• Knowledge of office administration practices and procedures;
• Correct English usage, including spelling, grammar and punctuation;
• Principles and practices of sound business communication;
• Basic functions of public agencies;
• NHA and Head Start organization, rules, policies, and procedures, relating to the administration of a NHA section;
• NHA's and Unions personnel rules and regulations;
• Computer equipment and advanced uses of word processing, spreadsheet, graphics, database and other software;
• Budgeting, recordkeeping, filing and purchasing practices and procedures.

Ability to:

• Operate a computer terminal and/or computer using word processing, spreadsheet, database and other standard business software;
• Take and transcribe dictation and type accurately at a speed necessary to meet the requirements of the position;
• Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies;
• Manage multiple and rapidly changing priorities;
• Organize, research, and maintain complex and confidential office files;
• Prepare clear, accurate and concise records and reports;
• Compose correspondence, prepare documents and make arrangements from brief instructions;
• Communicate clearly and effectively orally and in writing;
• Organize, set priorities and exercise sound independent judgment within areas of responsibility;
• Understand and follow written and oral instructions;
• Maintain sensitive and confidential information;
• Use a high degree of tact, discretion and diplomacy in dealing with sensitive situations and concerned and/or upset groups and individuals;
• Establish and maintain highly effective working relationships with NHA executives, elected and appointed officials of governmental agencies, staff, community and business leaders, the media and others encountered in the course of work.

Qualifications:

Education, Training and Experience:

A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from high school or GED equivalent and six (6) years of increasingly responsible office administrative or secretarial experience; or an equivalent combination of training and experience; a typing certificate of at least 50 words per minute.

LICENSES, CERTIFICATIONS & SPECIAL REQUIREMENTS:

Must possess a valid California Driver's License. Typing Certificate must be current and issued within the last six (6) months. Must meet and maintain State law and County licensing requirements regarding employment in a childcare center (Fingerprints, Immunizations, TB and Physical).

EXAMPLES OF ESSENTIAL DUTIES:

The duties listed below are intended only as illustrations of various types of work that may be performed. The omission of specific statement of duties does not exclude them from the position if the work is similar, related or a logical assignment to this position.

• Provides confidential secretarial and administrative support to a Vice President; types and/or drafts memoranda, correspondence, reports, contracts, agreements, presentation and overhead materials, forms, technical reports, public announcements and other documents ranging from routine to complex;
• Types from drafts, notes, dictation or brief oral instructions, using word processing software;
• Proofreads and checks typed and other materials for accuracy, completeness and compliance with NHA standards, policies and procedures;
• Ensures materials, reports and documents for signature are accurate and complete; develops, revises and maintains master documents;
• Composes correspondence, reports and informational materials;
• Copies and binds reports for internal and external distribution;
• Sends and receives faxes;
• Maintains the Vice President's calendar; coordinates, arranges and confirms meetings;
• Arranges for meeting setup and refreshments;
• Attends meetings, takes notes and transcribes minutes;
• Screens requests for appointments;
• Creates and maintains event calendars;
• Prepares and maintains the section's master calendar;
• Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity, the use of sound independent judgment and the interpretation of policies, rules and procedures;
• Conducts research, responds to requests for information and complaints from officials, other agencies and the public, refers the request or complaint to appropriate staff and/or takes or recommends action to resolve the issue;
• Reviews, determines the priority and routes incoming correspondence;
• Prepares technical worksheets, tables and computations;
• Establishes and maintains databases of information to track pending projects and budget expenditures;
• Researches and assembles information from a variety of sources for the preparation of records and reports;
• Makes arithmetic or statistical calculations;
• Organizes and maintains office files;
• Conducts special studies and recommends organizational, procedural or other changes to achieve greater productivity and/or to comply with new NHA requirements;
• Analyzes data/dashboards across Head Start educational platforms to ensure program accountability;
• Prepares travel and training requests;
• Makes and confirms travel and other arrangements for conferences and business trips;
• Types itineraries, compiles expense reports and prepares post-travel memoranda;
• Attends to a variety of office administrative details;
• Establishes and maintains confidential, subject, project, tickler and specialized files;
• Orders supplies;
• Distributes informational materials and keeps reference documents up to date;
• Provides administrative and secretarial support for professional association affiliations of NHA executives;
• Participates in the development and implementation of section policies and procedure;

• Prepares or reviews and tracks confidential employee reports, including performance planning appraisal reports, leave requests and disciplinary actions;
• Assists the executive in preparation of annual budget request documents; tracks expenditures against budget;
• Processes purchase orders and pay requests;
• Assists and provides backup to administrative support staff;
• Serves on committees and task forces for special projects;
• Makes and confirms travel arrangements;
• Types itineraries, requests travel advances and compiles expense reports.

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

While performing the duties of this class, an employee is regularly required to sit, stand and walk; talk or hear, both in person and by telephone; use hands to operate, finger, handle or feel office equipment; reach with hands and arms; and lift up to ten pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus to view documents.

Mental Demands:

While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data and information; observe and interpret situations; analyze and solve problems; make basic arithmetic calculations; learn and apply new information and skills; perform highly detailed work on multiple, concurrent tasks; and meet intensive and rapidly changing deadlines and priorities; and exercise tact and diplomacy in interacting with NHA executives, elected and appointed officials of governmental agencies, staff, community and business leaders, customers, the media and others encountered in the course of work.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Employees in this class generally work under typical office conditions. The noise level varies from quiet (private office) to moderate business office with computers and printers, light traffic).

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