What are the responsibilities and job description for the Administrative Assistant position at ADMINISTRATION?
Primary Purpose:
Assist the Chief Communications Officer with daily tasks including general recordkeeping, budget, calendaring, meeting preparation and event support.
Qualifications:
Education/Certification:
- High school diploma or GED certificate, some college preferred and/or specialized training
Special Knowledge/Skills:
- Proficient in the use of the English language, both oral and written
- Proficient organizational, communication and interpersonal skills
- Specialized training in software applications used by the division
- Ability to type and keyboard by touch a minimum of 60 words per minute
- Ability to operate calculator, personal computer, and other office equipment as required
- Ability to work with numbers in an accurate and rapid manner
- Ability to maintain accurate and auditable records
- Outstanding customer service mindset and practices
Experience:
- Four years related experience
- Knowledge of HCDE purchasing policies and procedures
Major Responsibilities and Duties:
- Prepare and maintain a variety of databases/spreadsheets for Chief Communications Officer projects and activities.
- Assist in planning and preparing the Chief Communications Officer Division annual budget.
- Monitor Communications, Technology and Marketing division budgets; prepare and input budget amendments as needed and approved by Chief Communications Officer.
- Reconcile monthly/annual budget reports and pcards.
- Coordinate communication among Business Services, Purchasing and Chief Communications Officer and reporting division personnel regarding budget items, reports and timelines.
- Prepare and input payment authorizations, purchase orders in the financial software, travel and mileage reimbursements in the Travel Management System (TMS).
- Process Requests to Attend and associated travel reimbursement documentation and forms
- Process procurement card transactions in a timely manner.
- Assist the Chief Communications with travel arrangements and reimbursements, weekly ad hoc financial reporting and planning and scheduling.
- Assist Communications and Marketing divisions with event support as needed
- Assist with inventory records for the division.
- Maintain confidentiality of information.
- Conduct special projects as requested by the Chief Communications Officer
- Maintain good public relations with Department personnel, clients and the public.
- Maintain a warm personality, positive attitude and neat appearance.
- Perform other duties as assigned.
Salary : $41,280 - $50,957