Administrative Assistant

This position provides administrative support and coordination of services for disaster programs. The incumbent is expected to use considerable judgment in applying departmental policies and procedures.

Responsibilities

• Acts as principal assistant on administrative matters relating to disaster programs.
• Maintains liaison with other organizational units, providing support services such as data processing, accounting, purchasing, printing, and personnel matters.
• Collects data for and assists in the preparation of the administrative aspects of the disaster program budget requests.
• Investigates administrative problems and makes recommendations for solutions.
• Provides assistance in planning and implementing administrative improvements, including organizational changes and work systems.
• Handles phone inquiries, directs calls, and provides basic company information.
• Coordinates and arranges travel, accommodation, itineraries, and all correspondence related to arrangements as needed.
• Plans, organizes, and implements events such as meetings, business luncheons, or client dinners.
• Manages the executive schedule and acts as a liaison for the executive team.
• Prepares reports, presentations, and data and maintains files, records, and correspondence for meetings.
• Handles confidential information; organizes and maintains files and records, memos, and other documents and correspondence.
• Prepares information and research for executive needs.
• Performs other related duties as assigned to support the division.
• Performs other related duties and responsibilities as assigned.

Requirements

• Knowledge of principles, procedures, and problems of fiscal management and their adaptation to the department.
• Knowledge of government budget and administrative practices and procedures.
• Knowledge of office management principles, procedures, and techniques and their adaptation.
• Skill in computer applications to include Microsoft Word, Excel, and the ERP system.
• Skill in general office equipment such as telephone, fax, printers, copiers, calculators, and computers.
• Skill in written and communication skills.
• Skill in multi-tasking.
• Ability to acquire knowledge of and proficiency with departmental rules, regulations, policies, and procedures.
• Ability to acquire knowledge of all other divisions and department organization and programs.
• Ability to analyze, edit, review, and interpret complex technical material.
• Ability to plan and supervise administrative control systems.
• Ability to establish and maintain effective and cooperative working relationships with all levels of management and staff and outside agencies.
• Ability to work independently and collaboratively.
• Ability to prepare statistical, financial, and other reports.
• Ability to maintain confidential records and files.
• Ability to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
• Ability to abide by strict ethical standards, integrity, objectivity, and confidentiality.

Qualifications

• Bachelor’s or Associate’s Degree and three (3) years of administrative experience in a business or government agency with responsibility for assisting in the direction and/or coordination of personnel, office administration, fiscal affairs, and other support services.
• High School Diploma and its equivalent and five (5) years of administrative experience in a business or government agency providing administrative support in the direction and/or coordination of personnel, fiscal affairs, office administration, and other support services.
• An equivalent combination of education and experience may be accepted.

Pay

$45,000 – $55,000 per annum, depending upon qualifications.