Senior Staff Assistant

Under limited supervision, provides advanced level administrative support. Typically reports to a director or head of a department. Performs complex administrative duties, often without established procedures and precedents. Contacts are frequent with individuals representing other departments and outside organizations.

• Organizes and expedites the flow of work for the manager or the department and initiates any follow-up action.
• Frequently accesses highly confidential and sensitive information; handles such information with judgment and tact.
• Arranges large conferences and meetings, including securing the rooms, equipment and presentation materials; coordinates all logistics so that events run smoothly.
• Maintains managers calendar and ocasionally makes travel arrangements. Performs other calendar-related or scheduling duties as needed.
• Prepares special reports and presentations that require data gathering, and comparing and summarizing data.
• Helps on-board new employees; may provide training.
• Creates spreadsheets and graphics for presentations.
• Performs data input and maintains established databases; ensures data is accurate.
• Monitors the department budget; tracks and compliles expense reports. Purchases department supplies and manages inventory. Submits and tracks department invoices.
• Submit and track EVS/Engineering/Facilities needs.
• Prepares and corrects timecards. Tracks employee attendance.
• Prepares documents for the manager from established templates, including meeting notes.
• Receives and screens telephone calls or visitors. Answers questions and provides information related to general department operations, policies and procedures using discretion for matters pertaining to confidential or sensitive information.
• May maintain the departments website.
• Performs other related duties as assigned.

Grade 7

• Minimum three (3) years of experience performing administrative support functions.

• High School Diploma or General Education Development (GED) required.

• N/A

• Project support skills, including paying attention to details; ability to support multiple complex tasks; and ability to set priorites.
• Ability to work independentily and take initiative for problem resolution.
• Ability to apply critical thinking to duties to ensure accuracy of work.
• Excellent customer service skills.
• Excellent oral & written communication skills.
• Advanced level proficiency with Microsoft Word; intermediate level proficiency with Excel; basic proficiency with PowerPoint.
• Must be able to work in a Labor-Management Partnership environment.

• Bachelors degree preferred.