Senior Assistant Department (51000778)

Job description

·  Job Description:

Summary
Under minimal supervision, provides clerical and administrative support to management and staff. Performs moderately complex administrative functions for department to promote efficient business operations. May be required to possess functional area knowledge to understand business context and provide added support value.

Essential Job Functions

·  Performs moderately complex administrative and/or clerical functions such as, word processing, report generation, schedules, appointments and establishing agendas for meetings and conferences to ensure that departmental activities are performed in a timely manner.
·  Handles moderately complex confidential material relevant to company operations. Screens phone calls and incoming mail to ensure that calls and confidential mail is directed to appropriate parties. Coordinates incoming and outgoing department correspondence.
·  Arranges and coordinates routine business travel and/or other work related commitments for management within a department. Answers incoming calls and responds to moderately complex inquiries associated with travel.
·  Performs moderately complex administrative functions related to entering information into databases, producing statistical reports, and presentations.
·  Researches information and compiles materials for presentations and meeting and distributes documents for staff, clients, and external third parties.
·  Maintains routine schedules of appointments and events for department managers and other office employees by using electronic schedulers, hourly and date calendars, and internal/external information.
·  Establishes and maintains moderately complex filing systems for the storage and retrieval of routine internal/external correspondence, records, reports, and documents.
·  Processes confidential correspondence from written, printed, or dictated sources, to include letters, memoranda, records, forms, and reports. Prepares reports, proposals and other deliverables requested by management.
·  Registers personnel for conferences and classes. Coordinates travel arrangements for employees; ensures travel dates are correct; reserves accommodations as appropriate to facilitate travel to conferences and classes.

Basic Qualifications

·  High school diploma or G.E.D.
·  Two or more years of department assistant experience
·  Experience working with departmental/functional area goals, practices and procedures
·  Experience working with grammar rules

Other Qualifications

·  Good communication skills
·  Good office equipment skills such as faxing and photocopying
·  Good personal computer and business solutions software skills
·  Good organization skills to balance work and prioritize tasks
·  Ability to work in a team environment
·  Ability to keep sensitive and confidential material private

Work Environment

·  Office environment