Senior Administrative Assistant

Job Title

This 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 Description

This 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 Responsibilities

The 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 documents
• Performs related duties as required.

Minimum Qualifications

Required Education and Experience:

• High school diploma (or GED equivalent)
• Three (3) to five (5) years of experience in administration in a public office
• Any equivalent combination of training, education, and experience that provides the required skills, knowledge, and abilities

Required Licenses or Certifications:

• Class C driver's license

Competencies for Successful Performance of Job Duties

Knowledge of:

• English grammar, spelling, punctuation
• Principles and practices of basic bookkeeping
• Modern office procedures, methods, and computer equipment
• Principles and practices of recordkeeping
• Advanced secretarial and administrative support techniques
• Department programs and procedures
• Principles and practices of data collection and report preparation
• Applicable software applications

Skill in:

• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships
• Performing a variety of duties, often changing from one task to another of a different nature
• Performing basic mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios
• Communication, both oral and written
• Customer service

Ability to:

• Meet schedules and deadlines of the work
• Understand and carry out oral and written directions
• Accurately organize and maintain paper documents and electronic files
• Maintain the confidentiality of information and professional boundaries
• Prepare and maintain accurate and complete records and reconcile accounts
• Perform a variety of office support duties and activities which contribute to efficient operations
• Prepare correspondence, memoranda, and minutes of meetings
• Compile and prepare a variety of administrative reports

The 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.