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Under direction of Executive Staff, performs highly complex and diverse administrative support duties related to those respective division; relieves the Executive staff of a variety of administrative details; plans, coordinates and organizes activities and the flow of communications for the division; ensures directives and special initiatives are carried out and handled appropriately; frequently obtains, explains, and provides information to the Executive Leadership Team, administrators, staff, community and elected officials, and the general public related to business of assigned area. The position works under general supervision independently developing work methods and sequences.
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology;
Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction;
Knowledge of interpersonal skills using tact, patience and courtesy;
Knowledge of oral and written communication;
Knowledge of correct English usage, grammar, spelling, punctuation and vocabulary; knowledge of operation of a computer and assigned software;
Ability to provide support and technical assistance to internal and external constituents;
Ability to maintain accurate and confidential files and records; ability to meet scheduled deadlines;
Ability to establish and maintain cooperative and effective working relationships with others;
Ability to work independently with little direction; ability to conduct research and compile reports; ability to maintain confidentiality of sensitive and privileged information
Ability to analyze situations accurately and adopt an effective course of action;
Ability to maintain consistent, punctual and regular attendance.
High School Education and 5 to 8 years
Assists executive by performing specialized and complex administrative and secretarial support; Screens calls, ascertains nature of business; schedules and coordinates meetings and appointments, researches and compiles data for reports and studies, composes and/or prepares confidential reports and correspondence, makes travel and accommodates arrangements for staff.
Assists in planning and implementing various programs, special projects, activities and services as assigned; may independently coordinate assigned programs or projects; coordinated logistics for various meetings, conferences, workshops and events
Provides technical and clerical assistance in the preparation of assigned budgets; may assist in administering grants; may monitor expenditures, process invoices, process payroll, reconcile accounts, and prepare related financial records and reports
Establishes and maintains highly complex record-keeping systems of confidential and sensitive nature; may assist in coordinating the implementation and application of information technology systems to support area of responsibility
May supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material
Perform general office duties, such as ordering supplies, records management database systems, and performing basic bookkeeping work.
Performs other duties as assigned.
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