901-Maintenance Operations -2057-Department Administrative Assistant

901-Maintenance Div - 2057-901 Department Administrative Assistant

JOB SUMMARY:

Under direction, performs responsible and complex clerical services for a Department Director and relieves the official of administrative detail; performs related work as required. Supervision is not normally exercised directly over others though a coordinating responsibility for office work may be exercised. Work involves regular contact with other divisions, departments, residents, vendors, outside individuals, agencies and residents.

ESSENTIAL FUNCTIONS:

Performs a variety of clerical and specialized office tasks related to the department. Composes correspondence types a variety of reports and materials and prepares special reports.

Coordinates departmental functions of each work center within the department as well as those services provided by outside contractors. Participates in preparing budgets, maintains budget accounts, establishes and maintains complex filing systems. Relays complex and important instructions and messages as necessary. Coordinates purchase requisitions, purchase coding and process invoices.

Maintains appointment schedules, screens and refers callers, provides detailed responses to information requests about programs and activities.

Assists in the preparation and distribution of agendas and supporting materials for boards and committees. Contacts members and arranges meeting room facilities, transcribes and distributes minutes and related information. Assist with writing and proofing reports. Coordinate sponsorship program by contacting and working with sponsors, maintain records, and plan the sponsor appreciation day.

Provide communication to office and facility staff about meetings, trainings, special projects and events. May train staff on company and department policies and procedures. Assist with special events as needed.

Drives a vehicle to meetings, workshops, and other job related responsibilities.

Regular attendance required. All duties performed on-site for the Community.

Works effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listens to and objectively considers ideas and suggestions from others; keeps commitments; keeps others informed of work progress, timetables and issues; addresses problems and issues constructively to find mutually acceptable and practical business solutions; addresses others by name, title or other respectful identifier; and respects the diversity of our workforce in actions, words and deeds.

NON-ESSENTIAL FUNCTIONS:

Maintains various records on division activities pertaining to personnel changes, employee roster, holiday schedules, purchasing, travel expenses and related activities.

EQUIPMENT OPERATED:

Vehicle, computer, printer, copier, fax machine, telephone.

WORK ENVIRONMENT:

While performing the duties of this job, the employee is in a climate-controlled indoor office and normal outdoor elements.

DESIRABLE QUALIFICATIONS:

Graduation from high school including or supplemented by courses in business science. Considerable experience in business and general clerical work or equivalent combination of education and experience which produces the following:

• Knowledge of the occupational hazards and safety precautions of the job.
• Knowledge of computer and applicable software programs.
• Knowledge of modern office equipment, practices, systems and procedures.
• Knowledge of business practices and procedures.
• Ability to take notes and transcribe it rapidly and accurately.
• Ability to maintain complex records and to prepare reports and answer questions from records.
• Ability to compose correspondence.
• Ability to read, understand, interpret and explain rules and regulations.
• Ability to relate to the needs and concerns of senior citizens.
• Ability to maintain effective working relationships with co-workers, the public and to deal with public relations problems courteously and tactfully.

SPECIAL REQUIREMENT:

• Ability to keyboard 75 words per minute.
• Ability to take notes and transcribe it rapidly and accurately.
• Possession of a valid California driver’s license.

PHYSICAL REQUIREMENTS:

While performing the duties of this job, the employee is frequently required to talk, hear, and use hands to finger, grasp, feel and reach. The employee is regularly required to sit for long periods of time (up to 7 hours) and use repetitive motion to operate a keyboard for long periods (up to 5 hours). The employee is occasionally required to kneel, pull, push, stoop, and lift and carry up to 10 lbs.

MENTAL REQUIREMENTS:

While performing the duties of this job the employee reads, is detailed and confidential, solves problems and multitasks, uses verbal and written communication skills, and has frequent customer contact.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.