Administrative Assistant / Officer

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

MAJOR TASKS, RESPONSIBILITES AND KEY ACCOUNTABILITIES

• Identifies needs and initiates projects independently. 
• Sets priorities and procedures for accomplishing work, delegating responsibility as needed. 
• Collects and compiles information, and analyzes data and displays in appropriate form for officer. 
• Receives and reviews highly sensitive correspondence for officer. Maintains confidentiality and recommends solutions or actions required. 
• Responds independently to routine correspondence under own signature or drafts response for officer' s review on more complex correspondence. 
• Screens telephone calls and visitors, and resolves routine and complex inquiries. Meets independently with or screens people before meeting with the officer. 
• May supervise a single or group of non-exempt support secretary staff, including hiring, training, and performance appraisal. 
• Controls calendar closely, 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. 
• Approves 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 uses 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. Any unpleasant conditions would be infrequent and not objectionable.

MINIMUM QUALIFICATIONS

• Must be eighteen years of age or older.
• Must be legally permitted to work in the United States.

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 years

Physical 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.