|Reference # : ||18-00145
||Title : ||Administrative Services Assistant 3|
|Experience Level : ||
||Start Date / End Date : ||03/26/2018 / 03/30/2019
| Description |
|NOTE: See supplemental position information document (if attached) for additional information regarding specific requirement for the advertised position|
SCA Crosswalk: Administrative Assistant
Summary: Provide high-level administrative support by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and act as administrative ?lead? for lower-level clerical staff.
Education, Experience, Job Training, Technology:
? Education - High School Diploma or Equivalent
? 6+ years of demonstrated administrative/clerical experience required
? 4 or more years of relevant work experience in administrative support functions with Microsoft Software programs such as Word, PowerPoint, Excel and Outlook is required.
? Associates Degree in Secretarial Science, Administrative Management or related field preferred
Tasks: (may include any of the following)
? Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software.
? Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, etc.
? Performs advanced office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
? Reviewing and sorting incoming mail, delivering to appropriate person
? Making domestic and international travel arrangements and scheduling appointments as needed
? Coordinating meetings (setting up conference calls, scheduling meeting rooms, arranging reservations/catering, etc.)
? Managing calendar including scheduling meetings, rooms and appointments.
? Performs more complex administrative duties in support of a specific team, event or individual
? Manages extra work flow to lower level secretarial staff in the same department or unit and delegates as needed.
? Strong verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills (Required)
? Ability to be resourceful, creative and a problem solver (Required)
? Ability to work independently and manage one?s time (Required)
? Ability to keep information organized and confidential (Required)
? Ability to produce quality work under deadlines (Required)
? Advanced experience with computer applications, such as Microsoft Word, Excel and PowerPoint (Required)
? In-depth knowledge of office procedures governing correspondence control and preparation, and administrative functions.
Typical Work Activities may include any of the following:
? Communicating with Management, Peers, or Co-workers ? Providing information to management, co-workers, and peers by telephone, in written form, e-mail, or in person.
? Interacting With Computers ? Using computers and computer systems (including hardware and software) to set up functions, enter data, or process information.
? Performing Administrative Activities ? Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
? Getting Information ? Observing, receiving, and otherwise obtaining information from all relevant sources.
? Establishing and Maintaining Interpersonal Relationships ? Developing constructive and cooperative working relationships with others, and maintaining them over time.
? Communicating with Persons Outside Organization ? Communicating with people outside the organization, representing the organization to customers. This information can be exchanged in person, in writing, or by telephone or e-mail.
? Organizing, Planning, and Prioritizing Work ? Developing specific goals and plans to prioritize, organize, and accomplish work.
? Documenting/Recording Information ? Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
? Identifying Objects, Actions, and Events ? Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
Knowledge, Skills and Abilities Requirements:
Knowledge ? The specific position may require any or all of the following:
? Clerical ? Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
? Customer and Personal Service ? 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.
? Computers and Electronics ? Knowledge of computer hardware and software, including applications.
? Administration and Management ? Knowledge of business principles involved in resource allocation, production methods, and coordination of people and resources.
Skills ? The specific position may require any or all of the following:
? Active Listening ? Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate.
? Reading Comprehension ? Understanding written sentences and paragraphs in work related documents.
? Time Management ? Managing one's own time and the time of others.
? Writing ? Communicating effectively in writing as appropriate for the needs of the audience.
? Critical Thinking ? Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
? Active Learning ? Understanding the implications of new information for both current and future problem-solving and decision-making.
? Coordination ? Adjusting actions in relation to others' actions.
? Monitoring ? Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
? Service Orientation ? Actively looking for ways to help people.
Abilities ? The specific position may require any or all of the following:
? Oral Comprehension ? The ability to listen to and understand information and ideas presented through spoken words and sentences.
? Oral Expression ? The ability to communicate information and ideas in speaking so others will understand.
? Written Comprehension ? The ability to read and understand information and ideas presented in writing.
? Information Ordering ? The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
? Written Expression ? The ability to communicate information and ideas in writing so others will understand.
? Deductive Reasoning ? The ability to apply general rules to specific problems to produce answers that make sense.
? Problem Sensitivity ? The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
? Integrity ? Job requires being honest and ethical.
? Attention to Detail ? Job requires being careful about detail and thorough in completing work tasks.
? Dependability ? Job requires being reliable, responsible, and dependable, and fulfilling obligations.
? Cooperation ? Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
? Concern for Others ? Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
? Independence ? Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.
? Initiative ? Job requires a willingness to take on responsibilities and challenges.
? Stress Tolerance ? Job requires accepting criticism and dealing calmly and effectively with high stress situations.
? Self Control ? Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
? Adaptability/Flexibility ? Job requires being open to change (positive or negative) and to considerable variety in the workplace.