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Administrative Assistant IV - Oakland,CA - Full-time / Part-time
•30 days ago
| Hours | Full-time, Part-time |
|---|---|
| Location | oakland, California |
About this job
Provides administrative and operational clerical support to department managers and/or staff. Responsibilities may include answering phones and relaying messages/information to both departmental staff and callers; scheduling/calendaring meetings and conferences; maintaining filing systems; ordering/stocking office supplies; opening/sorting mail. Types/proofreads/composes correspondence; creates graphs and presentations; researches issues as needed.
Essential Functions:
* Provides administrative and operational clerical support to department managers and/or staff. Responsibilities may include answering phones and relaying messages/information to both departmental staff and callers; scheduling/calendaring meetings and conferences; maintaining filing systems; ordering/stocking office supplies; opening/sorting mail. Types/proofreads/composes correspondence; creates graphs and presentations; researches issues as needed.
* Manages multiple calendars and schedules/plans meetings. Arranges special events requiring solid understanding of event planning and coordination. Makes travel arrangements for the department head and/or staff members.
* Coordinates project proposals and recommends updates to department documents.
* Writes complex and detailed correspondence for senior managers/directors using KP knowledge and business acumen; independently updates department documents as needed.
* Monitors and identifies administrative budget issues to include billing and payment authorization for planned expenses and special events; handles recharges across business units. Manages expense reports through Concur.
* Interacts daily with KP employees across multiple organizations, as well as external representatives, to discuss administrative and standard business processes.
* Coordinates administrative workflow of the department; recommends new processes as needed.
* Performs other department specific duties as assigned.
Basic Qualifications:
Experience
* Minimum seven (7) years of administrative assistant experience supporting at the department head or executive level, or related experience.
Education
* High School Diploma or General Education Development (GED) required.
License, Certification, Registration
* N/A
Additional Requirements:
* As a skilled specialist, completes tasks in creative and effective ways.
* Ability to learn and apply an advanced understanding of the organization and its functional policies and processes.
* Ability to manage dynamic calendars for management including event planning with external vendors.
* Advanced writing skills to compose more difficult, detailed correspondence and to recommend updates to department documents as needed.
* Intermediate to advanced knowledge of two or more of Microsoft Office Suite applications: Word, Excel, PowerPoint and/or Access, depending upon department or business needs.
* Working knowledge of email and office equipment (fax, phone, copier, etc.).
* Must be able to work in a Labor/Management Partnership environment.
Preferred Qualifications:
* Bachelor's degree preferred.
Essential Functions:
* Provides administrative and operational clerical support to department managers and/or staff. Responsibilities may include answering phones and relaying messages/information to both departmental staff and callers; scheduling/calendaring meetings and conferences; maintaining filing systems; ordering/stocking office supplies; opening/sorting mail. Types/proofreads/composes correspondence; creates graphs and presentations; researches issues as needed.
* Manages multiple calendars and schedules/plans meetings. Arranges special events requiring solid understanding of event planning and coordination. Makes travel arrangements for the department head and/or staff members.
* Coordinates project proposals and recommends updates to department documents.
* Writes complex and detailed correspondence for senior managers/directors using KP knowledge and business acumen; independently updates department documents as needed.
* Monitors and identifies administrative budget issues to include billing and payment authorization for planned expenses and special events; handles recharges across business units. Manages expense reports through Concur.
* Interacts daily with KP employees across multiple organizations, as well as external representatives, to discuss administrative and standard business processes.
* Coordinates administrative workflow of the department; recommends new processes as needed.
* Performs other department specific duties as assigned.
Basic Qualifications:
Experience
* Minimum seven (7) years of administrative assistant experience supporting at the department head or executive level, or related experience.
Education
* High School Diploma or General Education Development (GED) required.
License, Certification, Registration
* N/A
Additional Requirements:
* As a skilled specialist, completes tasks in creative and effective ways.
* Ability to learn and apply an advanced understanding of the organization and its functional policies and processes.
* Ability to manage dynamic calendars for management including event planning with external vendors.
* Advanced writing skills to compose more difficult, detailed correspondence and to recommend updates to department documents as needed.
* Intermediate to advanced knowledge of two or more of Microsoft Office Suite applications: Word, Excel, PowerPoint and/or Access, depending upon department or business needs.
* Working knowledge of email and office equipment (fax, phone, copier, etc.).
* Must be able to work in a Labor/Management Partnership environment.
Preferred Qualifications:
* Bachelor's degree preferred.
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