GENERAL PURPOSE:
Under general supervision, provides the full range of comprehensive administrative office support work to an executive director of a department or similar level, requiring the application of specialized technical/administrative knowledge and the exercise of initiative, independent judgment, and decision making. It is distinguished from the Senior Administrative Specialist and Project Administration Specialist in that the major duties performed are more administrative in nature and secretarial/clerical duties may be performed less frequently with notable accountability for the work results; and positions generally spend more time performing and/or coordinating administrative support functions such as serves as liaison with regard to programs, policies, procedures, and assigned functions for the department; coordinates executive directors schedules and meeting calendars; coordinates department’s process flow; coordinates departmental budget development and quarterly budget reporting; coordinates purchasing and financial issues and contracts; makes process improvement decisions, and at times, takes the lead role on assigned projects; coordinates communications with other agency departments, divisions, and outside agencies on behalf of the executive director and the department; coordinates department status report for executive director and coordinates personnel processes for the department.
MINIMUM QUALIFICATIONS:
- Education and Experience: Bachelor’s Degree and five years of experience providing administrative support functions for an executive level director or similar level in a large department or organization that includes coordinating administrative support functions such as schedules, budget/procurement, and special projects;
- OR an equivalent combination of education and experience.
Required Knowledge of:
- Operational characteristics, services, and activities of assigned functions, programs, and departmental operations.
- Work organization and office management principles and practices.
- Processes, procedures, and practices of budget preparation and administration.
- Principles and practices of fiscal, statistical, and administrative research and report preparation.
- Customer service and public relations methods and techniques.
- Pertinent federal, state, and local laws, codes, and regulations.
- Basics principles and practices used in establishing and maintaining files and information retrieval systems.
- Communication techniques and strategies to facilitate responding to inquiries and routing calls and customers to the appropriate staff member.
- Administrative practices for office management.
- Basic bookkeeping practices.
- Basic mathematical principles.
- Methods and techniques of proper phone etiquette.
- Basic principles of business letter and report writing.
- Principles and procedures of record keeping.
- English usage, spelling, grammar, and punctuation.
- Modern office procedures, methods, and equipment including computers and computer applications such as word processing, spreadsheets, and statistical databases.
Required Skill in:
- Utilizing personal computer software programs affecting assigned work and in compiling and preparing spreadsheets and reports.
- Establishing and maintaining effective working relationships with other department staff, management, vendors, outside agencies, community groups, and the general public.
- Interpreting and administering policies and procedures sufficient to administer, discuss, resolve, and explain them to staff and other constituencies.
- Understanding the organization and operation of the Agency and of outside agencies as necessary to assume assigned responsibilities.
- Applying principles and practices specific to department and area of assignment.
- Demonstrating a positive customer service orientation with both internal and external clients.
- Performing responsible and difficult administrative support duties involving the use of independent judgment and personal initiative and resourcefulness.
- Participating in the preparation and administration of assigned budgets.
- Researching, compiling, analyzing, and interpreting data.
- Preparing clear, concise reports, correspondence, and memoranda.
- Implementing and maintaining filing systems.
- Typing and entering data, taking and transcribing dictation at a speed necessary for successful job performance.
- Planning and organizing work to meet changing priorities and deadlines.
- Applying appropriate oral and written communication techniques to various individuals.
- Working cooperatively with other departments, Agency officials, and outside agencies.
- Interpreting and applying applicable federal, state, and local policies, laws, and regulations as it pertains to assigned area.
Physical Demands / Work Environment:
- Work is performed in a standard office environment.
- Subject to standing, walking, bending, reaching, stooping, and lifting of objects up to 25 pounds.
- The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.
Benefits:
- Medical
- Optical
- Dental
- Life Insurance and 401k
- Paid time off
- Holiday pay
- Vacation
- Retirement Plan
- Health Insurance
- Disability Insurance
Job Types: Full-time, Part-time, Internship
Salary: $61,000.00 to $66,000.00 /hour
Experience:
- Packaging: 1 year (Preferred)
- Customer Service: 1 year (Preferred)
- Receptionist: 1 year (Preferred)
- Executive Assistant: 1 year (Preferred)
- Administrative Assistant: 1 year (Preferred)
- Office Management: 1 year (Preferred)
Education:
- High school or equivalent (Preferred)
