Administrative Assistant /Sr Officer

POSITION PURPOSE -
Performs advanced, diversified and confidential executive-level secretarial duties requiring broad and comprehensive experience, skill and knowledge of organization' s policies and practices.

MAJOR TASKS, RESPONSIBILITIES AND KEY ACCOUNTABILITIES -

• Independently identifies needs and initiates projects requiring assistant to set priorities and procedures for accomplishing work.
• Assistants collect information, compile, and analyze data and put in presentable form for officer.
• Where project requires information from sources outside of immediate function assistant may direct and delegate work to others.
• Receives and reviews highly sensitive correspondence for officer. Recommends solutions or actions required.
• Independently responds to routine correspondence under own signature or drafts response for officer' s review on more complex correspondence.
• Professionalism and confidentially are key.
• Screens telephone calls and visitors, and resolves routine and complex inquiries.
• Assistant may independently meet with or screen people before meeting with the officer.
• May supervise a single or group of nonexempt support secretary staff, including hiring, training, and performance appraisal.
• Closely controls calendar, with authority to determine who may be scheduled.
• Authorizes approval for travel expense reports for officer. Reviews and questions where necessary, expense reports of officer' s direct reports.
• Retains authority to approve invoices and purchase requisitions under own signature.
• Makes complex domestic or international travel arrangements.
• 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.

NATURE AND SCOPE -

• Provides primary support to assigned Senior Officer/Officer.
• Direct reports may include one or more Administrative Assistants, as well as one or more Clerks.
• Typically requires frequent persuasion or influencing of others.
• Usually assigns and reviews work of others.
• Typically procedures for analyzing situations and making conclusions are very diverse.
• Typically considers among a few options and past practice when solving problems.
• Typically there is some leeway for changing the order of assigned tasks. Prior approval is required before dealing with unassigned tasks.

ENVIRONMENTAL JOB REQUIREMENTS -

• Located in a comfortable indoor area.
• Most of the time is spent sitting in a comfortable position and there is frequent opportunity to move about.
• There may a need to move or lift light articles.

MINIMUM QUALIFICATIONS -

• Must be eighteen years of age or older.
• Must pass the Drug Test.
• Must pass Background Check.
• Must pass pre-employment test if applicable.

EDUCATION REQUIRED - The knowledge, skills and abilities typically acquired through the completion of a high school diplomas and/or GED.

YEARS OF RELEVANT WORK EXPERIENCE - 3

PHYSICAL JOB REQUIREMENTS -

• Most of the time is spent sitting in a comfortable position and there is frequent opportunity to move about.
• On rare occasions there may be a need to move or lift light articles.

KNOWLEDGE, SKILLS, ABILITIES AND COMPETENCIES -

• PC skills, knowledge and proficiency in Microsoft Office tools (Word, PowerPoint, Excel, Access), Lotus Notes and the Internet.
• Ability to work independently with minimal direction, strong written/verbal communication skills, strong organizational skills and attention to detail, ability to handle multiple tasks at once.