Administrative Assistant

Key Duties and Responsibilities:

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• Performs  administrative support work in support of departmental functions;
• Provides lead direction, training, and review of assigned office support staff work;
• Receives and screens visitors and telephone calls providing information which regularly requires the use of judgment and the interpretation of policies and procedures;
• Conducts routine research, compiles data, and performs routine statistical analysis;
• Sorts and distributes mail received by administrative staff;
• Types drafts and a wide variety of finished documents from longhand notes, brief instructions, or printed materials using a personal computer system and word processing software;
• Initiates specified correspondence independently for signature by appropriate management staff;
• Reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage;
• Organizes and maintains various administrative, reference, and follow-up files
• Organizes meetings by notifying participants, making room arrangements, and preparing required informational materials;
• Prepares minutes or summaries of activities of commission and board meetings;
• May perform budget maintenance and assist division head or higher level management staff in budget preparation;
• Relieves managers and supervisors of certain administrative matters by following up on projects, transmitting information, keeping informed of pertinent activities, making appointments, and maintaining a calendar;
• Organizes own work, sets priorities, and meets critical deadlines; ensures that such deadlines are met by other staff;
• May provide relief back-up support for clerical staff as required; and
• Performs other related duties as assigned.

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• Demonstrates excellent accuracy, attention to detail and proofing skills
• Effectively maintains confidentiality of sensitive information.
• Efficiently plans and organizes job responsibilities, striving to make the best use of time
• Interacts with clients in a manner that promotes a positive professional image. Develops and maintains effective working relationships.
• Advanced knowledge and proficiency in use of Microsoft Office programs (Outlook, Word, Excel, and PowerPoint) required.
• Self-directed, assertive and creative in problem-solving and systems planning.
• Able to work in an environment with tight time demands and frequent interruptions while maintaining tact, diplomacy and poise.
• Able to work effectively and collaboratively with a wide variety of internal and external customers.
• Demonstrated ability to manage and prioritize multiple tasks, meet deadlines
• Able to analyze, plan, organize and direct varied administrative functions independently
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