Administrative Assistant

Under the direction of an assigned supervisor, provide administrative support and assistance to an assigned program; perform a wide variety of special projects; participate in budget preparation and administration.Provide administrative support and assistance to an assigned program; evaluate office activities; recommend improvements and modifications; assist in the implementation of goal and objectives; review and evaluate work products, methods and procedures.

Answer telephone and screen callers; respond to inquiries and requests for information concerning regulations, procedures, systems and precedents; receive and route mail.

Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for budget items; monitor and control expenditures and budget accounts.

Respond to budget inquiries from staff; type and process requisitions and purchase orders; prepare budget summaries utilizing a computer and assigned software.

Maintain calendar of program or office activities, meetings and events; coordinate activities with other departments, offices, students, the public and outside agencies; process travel requests.

Organize and maintain complex and confidential filing systems; operate a variety of office equipment including a computer; input and retrieve data and text; organize and maintain disk storage and files.

Independently compose and edit correspondence related to assigned activities; maintain a variety of manuals, codes, handbooks and directories; prepare or direct the preparation of a variety of annual, quarterly or administrative reports.

Research, compile, analyze and summarize data for special projects, programs and comprehensive reports; develop and coordinate or perform the implementation of special projects and programs.

Coordinate and participate in a variety of meetings and conferences within assigned area; take and transcribe minutes; disseminate information; coordinate projects and implement procedural changes; follow-up on action items.

Process personnel actions for new hires; participate in the recruitment of faculty; evaluate compliance with faculty services areas and verify equivalencies; monitor faculty load; coordinate and maintain job evaluation schedules for staff.

Maintain levels of office supplies; order supplies as necessary; receive, verify and distribute supply deliveries.

Perform related duties as assigned.

Any combination equivalent to: Associate degree and four years of increasingly responsible secretarial experience.

KNOWLEDGE OF

• Modern office practices, procedures and equipment.
• Principles and procedures of financial record-keeping, bookkeeping and audit procedures.
• Basic principles and practices of fiscal, statistical and administrative research and report preparation.
• Policies and objectives of assigned program and activities.
• Budgeting practices regarding monitoring and control.
• Operation of computer equipment and specified software such as word processing and spreadsheets.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Interpersonal skills using tact, patience and courtesy.
• Oral and written communication skills. Record-keeping techniques. Public relations techniques.

ABILITY TO

• Read, interpret, apply and explain rules, regulations, policies and procedures.
• Maintain current knowledge of program rules, regulations, requirements and restrictions.
• Research, compile, analyze, interpret and prepare a variety of fiscal, statistical and administrative reports.
• Participate in budget preparation and administration.
• Compose correspondence and written materials independently.
• Answer telephones and greet the public courteously.
• Maintain records and files.
• Communicate effectively both orally and in writing.
• Establish and maintain cooperative and effective working relationships with others.
• Operate a computer and specified software such as word processing and spreadsheets.
• Complete work with many interruptions. Work independently with little direction.
• Plan and organize work.
• Work confidentially with discretion.