Description

JOB DESCRIPTION:

• Answers executive's telephones, screens calls and takes messages or refers caller to appropriate staff member.
• Greets visitors in a courteous manner, establishes needs and refers to appropriate staff.
• Establishes procedures and processes for setting up, organizing, and maintaining various departmental files.
• Retrieves appropriate information upon request for internal and external use.
• Arranges and schedules appointments, meetings, and domestic and/or international travel for one or several executives; prioritizes requests for meetings.
• Arranges itinerary, prepares expense reports, and prepares executives for daily activities.
• Schedules and coordinates meetings and/or special events.
• Reserves facilities, arranges for equipment and materials.
• Arranges for speakers, refreshments or meals.
• Develops agendas. Arranges seating.
• May chair meetings on specific operational issues.
• Develops recommendations and action plans.
• Receives and reviews incoming correspondence.
• Independently responds to routine matters and composes and edits responses for executive's signature based on knowledge of policies and procedures and supervisor's views. May sign for executive.
• Reviews outgoing mail for consistency and conformance to policies and procedures.
• Types correspondence, reports and/or manuscripts.
• May take dictation and transcribe from a machine.
• Prepares charts and graphs for reports and presentations.
• May meet with typesetters and publishers to publish communications materials.
• Operates standard office equipment including telephones, copiers, fax machines, and computers.
• Gathers, reviews, verifies and consolidates data for preparing and monitoring unit/department budget and budget variances.
• Designs and generates regular or special reports and/or statistics after collecting, analyzing and organizing data.
• Forecasts expenditures.
• Analyzes needs and make recommendations for purchase of major equipment.
• Authorizes expenditure of unit/department funds.
• May supervise or direct the work of clerical, secretarial or other designated employees.
• May distribute work assignments.
• May interview applicants, train employees, and provide input to performance evaluations and other employee transactions.
• Initiates and processes employee transactions after review and approval.
• Assists in investigating employee issues or concerns; determines appropriate course of action.
• Interprets departmental policies and procedures for lower level employees.
• Refers employees to appropriate area for interpretation of organizational policies.
• Reviews, revises and communicates departmental policies and procedures and related forms in accordance with state, federal, and organization guidelines.
• Determines when new policies are needed.
• May act as spokesman for the executive within the organization concerning departmental or divisional issues and/or activities.
• Uses discretion when advising on executive's views. MINIMUM QUALIFICATIONS:
• A Bachelors Degree in business administration, communications, or a related field.
• Three (3) years of office administration, senior secretarial, or related experience OR Seven (7) years of office administration, senior secretarial or related experience in lieu of a Bachelors Degree.
• Previous experience with various personal computer software applications.
• Positions in this classification may require the ability to type or keyboard 60 accurate words per minute. PHYSICAL REQUIREMENTS (MediumMax 25lbs): up to 25 lbs, 0-33% of the work day (occasionally); 11-25 lbs, 34-66% of the workday (frequently); 01-10 lbs, 67-100% of the workday (constantly); Lifting 25 lbs max; Carrying of objects up to 25 lbs; Occasional to frequent standing & walking, Occasional sitting, Close eye work (computers, typing, reading, writing), Physical demands may vary depending on assigned work area and work tasks. ENVIRONMENTAL FACTORS: Factors affecting environment conditions may vary depending on the assigned work area and tasks. Environmental exposures include, but are not limited to: Blood-borne pathogen exposure Bio-hazardous waste Chemicals/gases/fumes/vapors Communicable diseases Electrical shock, Floor Surfaces, Hot/Cold Temperatures, Indoor/Outdoor conditions, Latex, Lighting, Patient care/handling injuries, Radiation, Shift work, Travel may be required. Use of personal protective equipment, including respirators, environmental conditions may vary depending on assigned work area and work tasks.

Executive Administrative Assistant, Salary: $22.10- $37.14/hour, The grade and salary of the position are based on specific criteria met within the qualifications of relevant experience, skills, performance and internal equity.