OCEO Administrative Assistant Senior

Performs a wide variety of moderately complex administrative duties in support of a department or division at Metro Water Recovery. Works under the supervision of a manager or supervisor.

• Provides general and specialized office support such as interoffice mail distribution, inventory and ordering of office supplies and equipment, processing purchase requisitions, coordinating meeting and catering logistics, and travel arrangements and expense documentation.
• Prepare, edit, and coordinate the production of correspondence, memoranda, meeting notes, presentations, and/or other plans and reports which might be of a confidential nature. Editing and proofread documents and reports for accuracy, clarity and compliance with organizational standards. Responsible for maintaining confidential and sensitive information appropriately.
• Assist with the administration of departmental or divisional programs and initiatives. Maybe responsible for metrics and data collection for analysis. Responsible for managing and updating databases as assigned.
• Oversee department or division records in accordance with established Records Management policies and retention schedules; ensure proper storage, retrieval, archiving, and disposal of hard copy and electronic files. Serve as a resource for others within the division or department for maintaining and updating Share Point sites, document libraries, and related collaboration tools.
• Plan, coordinate, and execute logistics and other details related to divisional, departmental, or organizational meetings, conferences, or events. May support departmental or divisional budgeting processes; assist in monitoring expenditures and preparing budget-related documents or reports. May assist with department specific activities such as onboarding, tours, and other functions that require good communication and the ability to build relationships with both internal and external stakeholders.
• May act as a primary point of contact for the department or division on various organizational systems and applications
• Performs other duties as assigned.
  
  

Knowledge Of

• Records management practices
• Budget tracking
• Editing and proofreading best practices
• Procurement processes
• Calendar Management
• General office processes and procedures
  
  

Skilled At

• Multi-tasking
• Utilizing MS Office, Adobe, and SharePoint at a high level of expertise
• Organization and planning
• Database entry and reporting
• Effectively communicating verbally and in writing
  
  

Ability To

• Learn new processes and software used in the workplace
• Maintain confidentiality
• Create fillable forms, utilize secure digital signature, etc. in MS Office software
• Be flexible and adaptable
• Plan and coordinate work
• Work well independently and with teams
• Establish and maintain effective working relationships.
• Work under pressure and handle multiple and competing demands
  
  

Education

Associate’s degree. A combination of education and relevant experience may be considered in lieu of a degree.

Typical Work Environment

Working on a variety of floor surfaces including tile, carpet, sidewalks; Work in parking lots; Uneven Surfaces; Slippery surfaces; Wet surfaces; Lighting conditions including natural light, fluorescent, head lamps, incandescent, and overhead lighting; Inside environment; Outside environment; Vibration due to vehicle driving

Body Position Demands

Reaching in front; Standing; Walking; Balancing; Object handling; Typing; Simple hand grasping; Driving a vehicle; Sitting; Climbing stairs; Stooping; Kneeling; Crouching; Fine hand coordination; Firm hand grasping

Physical Demands (max forces are expected to be infrequent)

Max Weight Lifted: 40 lbs.

Max Weight Carried: 20lbs

Max Force Pushed: 3 lbs

Max Force Pulled: 3 lbs

Sensory RequirementsWide field of view; Perception - Spatial; Olfactory (Smelling); Vision - Near; Far, Depth perception; Color discrimination; Perception - Form; Feeling without seeing; Speaking; Hearing