Administrative Assistant IV(L)

Responsibilities

• Provide administrative support to SPD leadership, including meeting coordination, calendar management, and interview scheduling.
• Cook up leadership schedules including maintaining 6-week on-call schedules and time-off tracking.
• Maintain departmental tracking tools and records stored in shared systems (Box, Excel trackers).
• Coordinate room reservations and logistics for departmental meetings and interviews.
• Order and maintain departmental supplies, including office materials, printer supplies, and operational forms.
• Financial & Purchasing Coordination
• Process purchasing requests and requisitions through the P2P system, including blanket purchase orders and capital requests.
• Track departmental purchase orders and monitor balances, expirations, and funding levels.
• Initiate change orders when PO funds are depleted or nearing expiration.
• Process vendor invoices and resolve match exceptions in purchasing systems.
• Cook up ordering of departmental supplies and operational materials.
• Payroll & Workforce Administration
• Process payroll for SPD leadership across multiple payroll cycles (bi-weekly, semi-monthly, and monthly).
• Enter special payroll items such as on-call hours and other approved pay adjustments.
• Monitor and track flex days and leadership time-off schedules.
• Aid leadership with payroll documentation and timekeeping accuracy.
• Human Resources & Employee Lifecycle Support
• Manage job postings in Workday including new positions and replacement requisitions.
• Cook up employee status changes including terminations, job reposting, and administrative updates.
• Maintain internal employee records and trackers including attendance and staffing rosters.
• Aid with employee reimbursement processes for professional certifications.
• Cook up pay adjustments for new certifications and training differentials in collaboration with HR and payroll teams.
• Compliance & Workforce Tracking
• Maintain departmental FMLA tracking and update usage records based on payroll reports.
• Track employee leave status including STD, FMLA, and work restrictions for leadership awareness.
• Maintain traveler contract records, including contract timelines and attendance tracking.
• Cook up ID badge requests and administrative onboarding needs for traveler staff.
• Training & Workforce Development Support
• Process training pay adjustments for union staff based on approved documentation.
• Aid with scheduling and coordination of annual employee performance review meetings.
• Maintain documentation supporting training and credential reimbursements.
• Reporting & Data Requests
• Cook up badge swipe reports or workforce data requests when requested by leadership.
• Maintain departmental trackers for purchasing, staffing, and compliance activities.
• Provide administrative reporting support to SPD leadership as needed.

Requirements

• Associate's degree and 2 years of relevant administrative experience required.
• Bachelor's degree preferred.
• Equivalent combination of education and experience.

Qualifications

• Ability to maintain confidentiality required.
• Exceptional organizational, time management and administrative skills required.
• Strong communication skills, both verbal and written required.
• Strong technical skills, including a high level of proficiency in Microsoft Office required.