Senior Administrative Assistant

Senior Administrative Assistant

Under general supervision, performs a variety of complex administrative support duties as directed by the division or department management.

The work is normally reviewed upon completion, with occasional spot checks while in process, to ensure accuracy, timeliness and conformance to established standards; major work tasks are covered by instructions or procedures and unusual situations are referred to a supervisor. The position is located in a hospital administrative office setting within TONHC and requires strong communication and multi-tasking skills.

Essential Duties and Responsibilities:

(Depending on the area of assignment, an incumbent may not be required to perform some of the duties listed below):

• Independently handles all routine and non-routine workflow for the office.
• Develop, review, and recommend administrative and clerical policies, procedures, systems and forms designed to improve administrative operations.
• Assists management in personnel administration and serves as a liaison with the Human Resources Office.
• Provides technical assistance to other support staff on system applications, clerical aspects of travel and requisitions and answers questions on complex matters.
• Assists management and ensures compliance in the department's established policies and procedures.
• Represents the department in a positive and professional manner.
• Establishes and maintains an effective filing and retrieval system according to established policies and procedures.
• Collects and complies data and information; creates, prepares and distributes reports, spreadsheets, memo, and other correspondence to meet reporting requirements.
• Obtains travel information; makes travel arrangements according to established policies and procedures; prepares required documents and submits travel requests for approval.
• Prepares and coordinates the annual budget and budget modifications; maintains financial records; processes accounts payable, purchasing and travel expense documents.
• Screens incoming calls and correspondence; exercises judgment and responds accordingly.
• Maintains individual and departmental calendars and appointments; coordinates and arranges meetings.
• Maintains an inventory of office supplies and equipment; performs minor maintenance and repairs; arranges for equipment maintenance and repair.
• Receives, logs, sorts and distributes incoming and outgoing correspondence.
• Utilizes the time and attendance software; collects and verifies time cards; maintains leave balances; distributes paychecks; and ensures timely submission of time records.
• May coordinate, review and monitor the work of assigned staff.
• Performs other job-related duties as assigned and contributes to a team effort.

Knowledge, Skills, and Abilities:

• Knowledge of the Tohono O'odham culture, customs, and traditions.
• Knowledge of applicable federal, state, tribal laws, regulations, and requirements.
• Knowledge of business writing, spelling, grammar, and punctuation.
• Knowledge of records management and basic accounting procedures.
• Knowledge of personnel policies and procedures.
• Skill in operating various word-processing, spreadsheets, and database software programs.
• Skill in writing reports and correspondence.
• Skill in coordinating multiple schedules, meetings and events.
• Skill in coordinating and reviewing the work of others.
• Skill in providing superior customer service to internal and external customers.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to multi-task in a fast-paced work environment.
• Ability to establish and maintain positive and effective working relationships with other employees and the general public.
• Ability to maintain privileged, confidential information.
• Ability to work…