Senior Administrative Assistant Jobs

This job was posted by https://idahoworks.gov : For more information, please see: https://idahoworks.gov/jobs/2043818

Multiplepositions availableacross the college

Summary

Under general supervision, the individual in this position performs diverse administrative and support activities for a department or division. This position serves as a central point of contact with other departments and external constituencies in the resolution of a variety of day-to day matters. The Senior Administrative Assistant is distinguished from the Administrative Assistant by the more complex level of assigned work, specialized knowledge, discretion, skills and experience required.

Essential Duties And Responsibilities

This list includes, but is not limited to the following:

• Performs a variety of complex, diverse and confidential duties that involve exercising some independent judgment and discretion, multi-tasking with efficiency, and maintaining accuracy.
• May lead and direct the work activities of part-time or work-study office employees by planning, assigning, and directing work, and addressing and resolving problems.
• Monitors, tracks, reconciles and reports on budgetary and other business affairs for a department as required.
• Provides and/or oversees support activities for the department or division such as answering telephones, resolving and/or referring a range of administrative problems and inquiries to appropriate individuals, and following up on operational commitments.
• Trains others on office processes and procedures, equipment and software.
• Understands and applies office procedures and practices associated with the specialized nature of the department or division.
• Sorts, screens, reviews, and distributes incoming and outgoing mail.
• Requisitions supplies, printing, maintenance, and other services, prepares appropriate purchasing documents, and processes invoices as required.
• Adapts or modifies existing office processes to accommodate new procedures or methods.
• Prepares, transcribes, composes, types, edits, and distributes agendas and/or minutes of meetings as required.
• Maintains a positive, helpful, constructive attitude and work relationship with supervisor, coworkers, students, and the community.
• Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities, which may include coordinating travel and lodging arrangements.
• Reconciles accounts and information as required, ensures accuracy, and resolves problems.
• Composes, prepares, or ensures timely responses to a variety of routine written inquiries.
• Oversees and/or performs specialized recordkeeping requiring compilation and classification of varied information, data collection and database management, and/or specified information-gathering projects and tasks associated with department or division internal and external reporting or compliance requirements.
• Manages administrative activities and maintains workflow of the department or division in the managers absence.
• Utilizes knowledge and understanding of underlying operational issues and established department/division practices and/or dictation to compose and edit technical and/or administrative correspondence, documentation, and complex reports using a personal computer.
• Responds effectively to inquiries from students, staff and/or the public regarding departmental procedures or services.

Department specific duties will vary depending on department

Required Minimum Qualifications

The following requirements represent the minimum qualifications necessary for an individual to satisfactorily perform each essential duty and be successful in the position. Reasonable accommodations may be made to enable ndividuals with disabilities to perform the duties.

Education And Experience

Associates degree or Applied Associates degree or certification from a two-year college or professional/technical school or program and a minimum of three years full-time equivalent related experience and/or training; or equivalent combination of education and experience, i.e. a high school diploma and five years, full-time equivalent related experience.

Knowledge, Skills And Abilities

• Proficient skills using Microsoft Office applications.
• Ability to operate standard office equipment including phone and copier
• Excellent customer service and interpersonal skills
• Strong written and verbal communication skills
• Basic skills using database systems.

Physical Demands and Work Environment

The physical demands and work environment described here are representative of those that must be met or are encountered by an employee in the normal course of this job. Reasonable accommodations may be made to enable in