Administrative Assistant to Executive Officers

JOB SUMMARY

This position performs varied and highly responsible, often confidential, office and secretarial work for assigned administrators. Exercises considerable initiative to resolve problems and to anticipate and respond to office secretarial/clerical needs. Work involves frequent contact with high-level officials in BCSD and in other organizations, requiring initiative, discretion, sensitivity, good judgment, and strong interpersonal skills.

DISTINGUISHING CHARACTERISTICS

This job has no supervisory responsibilities.

ESSENTIAL JOB FUNCTIONS

• Maintains calendars and commits supervisor and/or staff to appointments.
• Makes travel arrangements and processes travel vouchers;
• Receives, logs-in, screens and routes mail; answers telephones and takes messages, screens and routes calls to supervisors and staff;
• Attends meetings and takes notes; sets up and maintains unit files;
• Researches and compiles information for reports and other purposes;
• Prepares written materials from drafts, machine or oral dictation, verbal instructions or on own.
• Initiates actions to keep supervisor and staff informed of unit operations;
• Assembles files and data for meetings; arranges meetings and coordinates schedules of supervisor, staff and others.
• Instructs and explains matters involving office systems and communications policies and procedures.
• Ensures understanding and compliance with established policies and guides.
• Receives and screens visitors to the office, answers inquiries regarding unit operations, assists callers with requests by explaining procedures.
• Performs skilled word processing by producing a variety of documents (letters, memos, reports, announcements, forms, etc.) from rough draft copy, machine dictation, verbal instructions, sketches and brief notes: utilizes full capability of equipment to create style sheets, move or merge text, check spelling, do arithmetic, create mailing lists and form letters; produces charts, graphs and tables; maintains electronic data files of documents following established procedures for creating backup files, purging files, and storing files.
• Answers inquiries regarding programs and services, explaining requirements and assisting callers in completing forms or other actions;
• Maintains office or unit records for program and processes actions.
• Maintains office supplies; arranges for equipment service; arranges for building service assistance as needed.
• Performs other duties as assigned.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

Associate’s degree in a related field. Five (5) years of related experience and/or training. Three (3) years of experience in clerical or program support work. Experience working with current word processing, publication, and database software applications. Or an equivalent combination of education, experience, and/or training that provides the required knowledge and abilities.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of departmental operations, policies, and procedures.

• Knowledge of modern office practices and procedures.
• Working knowledge of spreadsheets and databases
• Skill in the use of computers and software applications related to the essential functions of the job.
• Skill in effective communication, both verbally and in writing.
• Skill in the use of various types of office equipment.
• Ability to identify and resolve problems in a timely manner.
• Ability to work independently with minimal supervision.
• Ability to establish and maintain effective working relationships with other personnel and the public.

Screening/Consideration for employment will begin after sufficient applicant pool is obtained.