Administrative Associate

Summary: Perform administrative duties of a complex and confidential nature in support of departmental or divisional activities to relieve supervisor or clerical and administrative responsibilities and to maintain efficiency of departmental or divisonal office operations. Primary Responsibilities: 1. Works on assignments that are moderately complex in nature and in which judgment is required in resolving problems and making routine recommendations. Considerable use of word processing, spreadsheet and presentation preparation applications is required. Normally receive no instruction on routine work, and general instruction on new assignments. 2. Screen and route mail and documents; determine which to respond to or which to bring to supervisor's attention based on content of communication and knowledge of departmental programs. 3. Organize and maintain divisional or departmental files or records, reports and correspondence required for reference and efficient operation of division or department; maintain up-to-date management and procedural manuals, directives, and related records; compile and summarize data and assist in preparing regula and special reports requiring analysis and evaluation of data; review reports received for supervisor; check and compare with source documents and bring significant items, changes, errors or omissions to the attention of the supervisor. 4. Maintain, review and reconcile departmental or divisional budgetary records, prepare budgetary projections and recomendations based on instructions and established procedure. 5. Process a considerable amount of confidential and sensitive information in support of administrative activities. 6. Prepare letters and statements, a portion or all of which, may be composed or compiled on the basis of personal knowledge or subject matter; prepare inter-departmental memoranda explaining new or revised policies and procedures as necessary. 7. Arrange for and schedule appointments and meetings for supervisor; interview callers; answer questions concerning departmental or divissional activities; transmit instructions and/or information to and from staff members; serve as liaison with internal and external agencies; make proper referrals as necessary; prepare materials and make arrangements for conferences and travel; prepare necessary documents for supervisor's use in meetings; may attend meetings to take minutes or provide information as requested. Knowledge, Skills, and Abilities: Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post secondary education in secretarial science or a related business field. Work generally requires two years of related secretarial/clerical experience to acquire skills necessary to administer office functions related to office management, communications, and budgetary/accounting activities. Excellent customer service skills. Ability to build rapport with internal and external customers. Ability to priortize workload. Sense of Urgency for time sensitive projects. Ability to seek guidance when answer is not clear. Receptive to feedback from others. Teamwork, Attendance, Professionalism, and Excellent Phone demeanor. Takes on other assignments willingly. Accuracy of work. Displays proficiency in Microsoft Office Suite and other office applications and office procdeures knowledge at an intermediate to advanced level with demonstated testing proficiency at 90% on intermediate level. Makes best use of time. Offers to assist others in department during down time. Seeks to increase skills. Asks for stretch assignments. Seeks to know the business as to how department work affects the bottom line and interacts within other departments. Takes on site /company projects as project lead and leads team to project completion. (i.e. company picnic, United Way, Angel Tree, Patient Day, Family Picnic, Turkey Handout, etc.)