Administrative Assistant Grade VI

Position Responsibilities :

• Use judgment and initiative in performing varied clerical and secretarial duties requiring knowledge and understanding of the organization, programs, and procedures related to the work of the Supervisor
• Type letters, memoranda, and manuscripts as assigned
• Take minutes at meetings
• Transcribe notes from meetings
• Read and route incoming mail, including email
• Process correspondence as directed by the Supervisor
• Communicate externally through phone and email, respond to incoming calls, and maintain holiday and other external messages on phone lines
• Maintain social media accounts with posts provided by departmental staff
• Greet visitors
• Use tact in dealing with telephone and personal inquiries
• Prepare and type standard forms, ex : purchase orders, petty cash vouchers, payroll memos, reimbursement forms for business expenses, and position requisition forms
• Screen telephone calls and determine which can be handled by the Supervisor’s subordinates, other offices, or by self rather than the Supervisor
• Compose and type varied correspondence of a complicated nature requiring a thorough knowledge of the operations and policies of the office, department, and university on a regular basis
• Communicate directly with individuals and groups, both internal and external to the University, exercising independent judgment on non-routine matters requiring knowledge and interpretation of policy, under limited supervision
• Maintain Supervisor’s calendar
• Schedule appointments and meetings without prior clearance
• Assemble necessary background material for scheduled meetings
• Make any arrangements necessary in connection with scheduled meetings or events (i.e. : travel arrangements, room scheduling, hotel accommodations, ordering audio / visual equipment, and ordering food)
• Set up and maintain complex filing systems for client and office file correspondence and other records using departmental databases and systems
• Maintain records of financial expenditures and notify the Supervisor periodically as to the status of funds
• Revise and make recommendations for new office procedures
• Use independent judgment in responding to inquiries regarding policies, procedures, and regulations based on a thorough knowledge of departmental and university policy
• Assemble data for grant applications and budgets
• Prepare grant applications and budgets from compiled data
• Monitor budget balances and alert the Supervisor to potential shortages and overages
• Maintain office supplies, place orders as needed
• Compile and assist in compiling periodic reports on the basis of general instruction using the departmental database
• Perform other related duties as assigned

Experience & Educational Background :

• High school graduate, with at least four years of secretarial / support staff experience
• Some college preferred

Skills & Competencies :

• Excellent typing and data entry skills
• Microsoft Office
• Excellent support secretarial / support staff skills
• Excellent interpersonal and communication skills

Salary Range :

Salary Range : Grade 6

1 199 New Hire rate : $27.05 and 1199 One Year of Service rate : $27.60