Senior Administrative Assistant

General Definition of Work

Performs difficult skilled clerical and intermediate administrative work performing a variety of complex office assistance and administrative tasks; does related work as required. Work is performed under general supervision. Supervision may be exercised over subordinate office assistance personnel.

Maintaining and coordinating office operations; receiving, screening and processing telephone calls; serving as receptionist for department; scheduling appointments; performing accounting, bookkeeping and budget duties; typing, word and data processing duties; maintaining complex and confidential records and files; preparing reports.

• Receives calls and callers for the department and ascertains nature of business, directs to appropriate authority for disposition.
• Maintains complex and detailed files and records; maintains database; prepares information brochures, fliers, etc.
• Transcribes correspondence; composes routine correspondence independently; types a variety of complex reports and materials.
• Answers questions and responds to inquiries or complaints on operations, policies and procedures.
• Maintains calendar and schedules appointments; makes travel arrangements.
• Maintains payroll records for department; purchases supplies and equipment for department.
• Undertakes special projects as assigned by supervisor; assists with the development, preparation and maintenance of departmental budget.
• Prepares and analyzes monthly reports and client registration forms; establishes office procedures; maintains filing systems.
• Maintains a variety of operational, bookkeeping, budget and program records and accounts including accounts receivable and payable.
• Maintains and processes personnel, payroll and related forms and records; receives and accounts for funds; prepares deposit.
• Prepares inventory of and purchases departmental supplies; maintains petty cash; processes check requests.
• Processes incoming and outgoing mail.
• Prepares a variety of complex and/or confidential reports requested; maintains confidential files.
• Receives, processes and enters a variety of information into computer system.
• Checks and reviews a variety of data for accuracy, completeness and conformance to established standards and procedures; establishes office procedures; sets up and maintains filing systems.
• Performs related tasks as required.

Any combination of education and experience equivalent to graduation from high school, supplemented by coursework in office management and a minimum of 2 years administrative office support experience.