Senior Administrative Assistant

Oversees, coordinates and performs complex administrative or technical functions in a specialized field to support a department or division. Examples of duties include: composing correspondence; developing various, complex reports by researching and gathering information/statistics; coordinating and attending meetings and composing minutes; coordinating and overseeing the administrative functions of department programs and activities; and tracking budget expenditures and assisting in the preparation of the budget;

serves as lead staff member.

Essential functions may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks. Reasonable accommodations, as defined under the Americans with Disabilities Act, will be made when possible.

Carries out lead staff member responsibilities including: training in job skills, assigning and directing work; making recommendations in performance appraisal; and reporting problems to supervisor; may deal with sensitive and confidential personnel matters at the direction of senior level staff and/or the department director.

Coordinates department programs, processes and records, including: preparing files; maintaining confidential records, documents and correspondence, purging records and files and assuring that reporting processes and procedures are followed; creating and maintaining filing systems; scheduling and coordinating services.

Prepares complex, routine and non-routine reports utilizing a variety of software; receives, sorts, and summarizes material for the preparation of daily, monthly and annual reports; prepares work reports; develops charts and graphs; relays and interprets administrative decisions, policies and instructions; performs specialized research and statistical work on assigned subjects for staff and management; makes recommendation based on research.

Interacts with a variety of high-level individuals, both internally and within the community to provide information, disseminate departmental information and assist in resolving administrative issues.

Composes and prepares letters, memos, notices, agendas, reports or other correspondence in accordance with standard policies; proofs correspondence and related documents of staff; composes confidential correspondence and maintains files associated with same; processes routine and non-routine matters independently.

Maintains department or division financial records; oversees department purchasing, accounts payable and accounts receivable processes including: coordinating orders; ordering and maintaining supplies; receiving and reconciling shipments with purchase orders; preparing invoices for payment; posting charges; posting and processing checks; monitoring accounts; collecting fees; preparing deposits; and maintaining petty cash.

Maintains department personnel files, including: maintaining employment, training and certification records; and tracking and filing employee evaluations; prepares new hire information for department or division staff, including: obtaining position and salary information; obtaining copies of documents, fingerprints and photographs; completing personnel actions and related forms; obtaining signatures; conducting background checks, licensing information and other investigative information and verifies information at the request of staff;

preparing related paperwork; processes information for terminated employees; prepares exit forms.

Coordinates various payroll processes and related personnel information, including: payroll time sheets; researching missing time sheets; reviewing/completing computations and leave designations; verifying signatures and account distribution of hours; forwarding to Finance; distributing payroll checks and related information to employees; and maintaining related files.

Develops, communicates, and monitors policies, procedures, and standards for the department; recommends improvement when necessary.

Serves as secretary to various boards/committees; attends meetings, prepares minutes, recommendations, etc., and distributes related information; processes appeals; schedules hearings/meetings.

Coordinates permits and other application processes, including: reviewing and processing permits/applications; entering information into computer system; issuing permits; receiving and receipting fees; managing permit record system; researching permits; and assisting customers with questions.

Assists in researching, purchasing and implementing computer software; maintains and updates software programs.

Updates, maintains, organizes and distributes directives and bulletins; prepares newsletters, directories, brochures, etc., including: collecting data; writing articles, designing…