GENERAL DEFINITION OF WORK

Under the supervision of the Director of Safety and Security, the Administrative Assistant performs complex clerical, routine technical, and administrative duties.

ESSENTIAL FUNCTIONS

• Plans, initiates, and organizes administrative office activities
• Serves as administrative assistant to assigned administrator and oversees activities in assigned administrative section
• Appropriately handles supervisor's telephone calls and mail, personally responding to those that can be handled at the assistant level and forwarding the remaining calls or mail to assigned administrator with Pertinent background material
• Reviews all outgoing correspondence for format, spelling, punctuation, and grammar before submitting for assigned administrator’s signature
• Resolves conflicts associated with the operation of the administrative office
• Uses computer software and related equipment to generate and produce confidential and general correspondence and other documents
• Attends meetings and conferences, taking official minutes
• Researches and develops material for use in official engagements
• Maintains control records on incoming correspondence and action documents and follows up on work in progress to ensure timely response or action
• Maintains assigned administrator’s calendar
• Tabulates and prepares reports of statistical data
• Coordinates meetings and conferences, scheduling time and place, and notifying attendees
• Makes travel arrangements
• Performs financial and accounting tasks
• Performs other duties as assigned

KNOWLEDGE, SKILLS, AND ABILITIES

General knowledge of bookkeeping terminology and methods; general knowledge of routine accounting principles; ability to maintain financial records and prepare reports and statements; comprehensive knowledge of standard office practices, procedures, equipment and secretarial techniques; thorough knowledge of departmental functions, organization and policies; comprehensive knowledge of business English and spelling; ability to establish harmonious working relationships with others; ability to work under pressure; ability to organize and perform work independently; ability to lay out and type complex forms and tables; ability to make difficult arithmetic calculations; ability to type at a reasonable rate of speed; ability to deal effectively with other employees and the general public.

EDUCATION AND EXPERIENCE

Any combination of education and experience equivalent to graduation from high school supplemented by business school or accounting courses and some experience in general account keeping. Associate’s degree or higher preferred.