Job Title

Job Family

Job Code

Job Exempt

Senior Administrative Assistant P/T

Seiu_White_Collar

COG67

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

S18

Hourly

$20.28

$25.86

$31.44

Job Description

Under general direction, supports a division manager or higher level manager by providing highly responsible and varied secretarial and administrative support work. Duties may include budget and fiscal work; contract monitoring; research; coordinating projects to ensure they are complete, accurate, and meet deadlines; personnel transactions; travel, training, and meeting arrangements; prioritizing correspondence, mail, and calls; preparing and/or compiling reports and correspondence for self or manager’s signature; records meetings; handles inquiring within own capacity performing a variety of duties, etc. Works independently in completing several administrative projects/processes.

Minimum Qualifications:

High School Diploma/G.E.D. Certificate and four (4) progressively responsible secretarial and administrative experience, including office management and the use of advanced computer skills and software such as Microsoft Word, Excel, and PowerPoint; or an equivalent combination of education, training, and experience. May be required to pass a background check which includes a polygraph depending on the area of assignment. May be required to demonstrate typing, and Microsoft software proficiency, depending on the area of assignment. May be required to become a Public Notary.

Responsibilities

EXAMPLES OF WORK PERFORMED:

Note: The listed duties are only illustrative and are not intended to describe every function that may be performed by this job class. The omission of specific statements does not preclude management from assigning specific duties not listed if such duties are a logical assignment to the position.

Organizes, researches, and assembles material needed by manager for meetings, conferences, public hearings, etc. and coordinates scheduling arrangements; prepares and distributes agendas and other pertinent information; attends meetings, takes and transcribes minutes; distributes minutes and maintains the official records.

Maintains calendar and schedules tentative appointments; advises management and staff of important meetings; makes travel arrangements for supervisor and staff.

Assists with various administrative project such as the preparation of annual budget, payroll reporting; monitors expenditure records; coordinates the preparation of routine assignments and special projects to ensure deadlines are met.

Composes routine memos and correspondence, and prepares and types documents for manager's signature, either from general instructions or information obtained from researching files; edits and reviews correspondence, memoranda, reports and other material for grammar, clarity, procedural and typographic accuracy; may reword or reconstruct sentences..

Compiles and prepares detailed financial, statistical, and/or other specialized reports from general instructions; tabulates totals and verifies figures; orders supplies and reconciles expenses.

Screens telephone calls to determine priority and whether it should be handled by supervisor or referred to other staff or agency as appropriate.

Acts as liaison between the various managers and officials from other departments, divisions, or sections; may plan and coordinate the work of subordinate clerical staff as required.

Transcribes contracts, proposals, policies and procedures, statements, agreements, minutes, memoranda, reports, and other material generally of technical/specialized subject matter. May take dictation using shorthand or dictaphone machine.

Establishes and maintains sensitive and confidential files, ensures that filing system is organized property; maintains contracts, agreements, and other important documents for division.

Operates personal computer and software/programs such as Microsoft Office Suite, Lotus Notes, and various office equipment including printer and scanner, etc. .

Performs other related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of office procedures and methods and use of various office equipment.

Knowledge of English grammar and composition.

Knowledge of basic business math.

Strong computer skills such as MS Office Suite including Word, Excel, PowerPoint, and database applications.

Strong organizational skills and ability to prioritize work assignments among conflicting demands.

Ability to proofread documents and identify errors.

Ability to work independently on complex and confidential secretarial assignments.

Ability to establish and maintain an effective working relationship with employees, managers, and the public.

Ability to communicate effectively orally and in writing.