Senior Administrative Assistant
Performs a variety of office administrative support and customer service functions for a department or division and its personnel. Serves in a lead capacity over assigned staff and/or coordinates the activities of a customer service or administrative support function.
The following statements are illustrative of the duties and responsibilities of the job. The organization retains the right to modify or change the duties and responsibilities of the job at any time.
- Receives general supervision from a manager, professional, or administrative supervisor.
- Exercises indirect supervision of other administrative or temporary staff or volunteers.
- Provide lead accountability for other employees within work unit, which may include scheduling, assigning and reviewing work, instructing/training in work methods, and providing input into hiring and performance evaluation processes.
- Act as a resource or expert in program area, providing technical guidance to less experienced staff.
- Coordinate administrative processes for a department to include recommending, developing, and implementing administrative policy and procedures.
- Perform special studies and projects as assigned and required.
- Coordinate and administer general administrative programs for the department; act as main informational contact; ensure appropriate procedures are followed; make recommendations for modifications to procedures for improved efficiency and operations.
- Perform customer service and reception duties for the department; provide general information as well as respond to specific customer questions requiring additional research; route inquiries appropriately for more complex or technical matters; respond to customer complaints.
- Establish, maintain, and adjust appointments, activity calendars, and work schedules for work groups and individuals.
- Make meeting and travel arrangements including communicating with agents, planners, and facilities to coordinate arrangements and ensure all plans are accurate; prepare travel vouchers and expense reports.
- Order and maintain inventory of office and other departmental supplies and equipment; track expenditures; ensure operations of office equipment through County or contracted maintenance services.
- Track and review employee timesheets and payroll information; enter payroll data into system; coordinate with Finance and/or Human Resources department, employees, and supervisors to resolve any issues; prepare and process other personnel forms.
- Track and process accounts receivable and payable for department/division; process and track billing; research and respond to related accounting issues and inquiries.
- Prepare and distribute meeting agendas, packets, and related materials; take, tape, transcribe, and distribute meeting minutes.
- Establish and maintain office filing systems, files, and records; assemble requested information upon request; direct other employees in file maintenance procedures.
- Prepare and proofread standardized and original documents and forms; compose original correspondence and written responses upon request and review of other staff members.
- Prepare and provide written articles and narrative for newsletters; prepare bulletins, brochures, publications, and marketing materials for departmental programs.
- Track departmental/division purchases and expenditures and prepare summary reports; determine and code account numbers; prepare and track vouchers.
- Schedule work orders, service calls, and other activities for departmental employees; maintain activity and work logs; may dispatch other employees on a regular or emergency basis.
- Perform other duties as appropriate or necessary for performance of the job.
Knowledge, Skills, & Abilities:
- Communicate clearly and concisely, both verbally and in writing.
- Read and comprehend department and County rules, regulations, policies, and standard operating procedures.
- Interpret and apply a variety of organizational policies and procedures.
- Perform duties independently without close supervision.
- Provide professional customer service to clients and public.
- Maintain sensitive and confidential information.
- Organize material and present information clearly and concisely in verbal and written form.
- Perform typing functions within required words per minute.
- Supervise and mentor clerical support staff in a productive and positive manner.
- Operation of standard office equipment including fax machines, copiers, and computers.
- Routine software and business applications including, but not limited to, word processing, spreadsheets, presentation software, and databases.
- Modern office practices and procedures.
- Accounting calculations including interest, percentage, decimals, and fractions.
- English language, proper grammar, punctuation, and spelling in other oral and written communication. Current business letter writing techniques and methods.
- Department and County rules, regulations, policies, procedures, and standard operation procedures.
- Establish and maintain effective working relationships with other County employees, representatives of other agencies and organizations, and members of the community.
- Equivalent to the completion of the twelfth grade supplemented by additional secretarial or office administration coursework.
- Four years of experience in a directly related field or in the performance of similar secretarial duties and responsibilities.