Administrative Assistant I

PURPOSE AND SCOPE:

Under limited direction with general instruction performs advanced secretarial and administrative duties, usually for a senior level executive in the organization. Sets priorities and procedures for accomplishing work. Work is generally varied and administrative or project-oriented and may require the ability to train or lead others. Duties require considerable coordination and follow-through.

ESSENTIAL JOB FUNCTIONS:

• Operates a variety of office equipment, such as a personal computer, printer, photocopier, transcriber, facsimile, scanner, or calculator.  Progressively utilizes the features of one or more standard business software packages up to the following skill level:

• Word Processing:  Inputs scientific, legal, or bi-lingual text or develops routine macros, multiple columns, routine tables, automatic footnotes, endnotes, and tables of contents.

• Spreadsheets: Designs complex spreadsheets, with multiple-function formulas, and prints desired sections.

• Database: Runs pre-established reports and develops routine data lists through the report writer.

• Sorts and prioritizes incoming mail, highlighting action or important items, attaching relevant files or information for manager’s review.

• Responds to routine correspondence under own signature or drafts response for manager’s review on more complex correspondence.

• Follows up on items delegated by manager to others. Revises and updates procedures as necessary.

• Screens calls for managers and responds to routine questions.

• Regularly gathers routine oral information from (or makes oral requests of) other administrative, maintenance, or clerical employees and/or outside vendors, customers, or the public.

• Schedules appointments and keeps calendar; May schedule group meetings per direction of executive manager.

• Makes complex travel arrangements.

• Assembles materials for budget preparation and assists in budget monitoring.

• Logs in and monitors reports due to agencies and organizations.

• Coordinates with internal and external executive-level staff to accomplish moderately complex activities, such as scheduling, identifying outside speakers, and developing agendas or recreational programs for non-local group meetings or events; This may also include conducting research and compiling information for quarterly or annual reports, departmental projects or company task forces, where information must be gathered and compiled from a variety of sources.

• Maintains efficient office workflow.

• Responsible for cash or negotiable instruments, confidential records or reports, or departmental equipment.

• Collects and compiles data from several sources of information; May perform a variety of calculations; May select/train clerical staff as well as  coordinate and supervise their work.

KNOWLEDGE, SKILLS, EXPERIENCE:

Required:

• Associate’s degree in Business Management or related area required.
• Five + years administrative support experience.
• Proficient in the use of computers and related software for word processing, spread sheets, and database management.
• Specific software experience in Windows, DOS, and Microsoft Office.
• Position requires knowledge of practices and procedures of the department or function.
• College level oral and written communication skills are essential.
• Proven ability to handle confidential information and works with minimal supervision.

Preferred:

• Bachelor’s degree.

EQUIPMENT USED:

PC workstation running on a LAN in a Microsoft Windows environment, printer, photocopier, transcriber, facsimile, scanner, calculator, phone and other general office equipment. Word processing, database and spreadsheet experience desirable.

CONTACTS:

Contact with faculty and staff as necessary to carry out the general duties of the position.

COMPLEXITY/EFFORT:

Job requires accuracy, ability to provide quick turnaround of tasks, ability to work under pressure and handle multiple tasks simultaneously. Must demonstrate excellent planning, organization, and communication skills. Must have ability to work independently and be a team player. Physical exertion is typical for office environment.

WORKING CONDITIONS:

Work is performed in a climate-controlled office environment with minimal exposure to safety and health hazards.

GENERALIZED WORK ACTIVITIES:

• Processing Information - Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.

• Getting Information - Observing, receiving, and otherwise obtaining information from all relevant sources.

• Communicating with Persons Outside the Organization - Communicating with persons outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.

• Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.

• Scheduling Work and Activities - Scheduling events, programs, activities, as well as the work or others.

• Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.