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Administrative Specialist - AW2144

General Description of the Job Class                                                                  Provide high-level administrative support to department or group of professionals. Apply knowledge and skills to resolve complex administrative problems independently or with others.

Duties and Responsibilities of this Level

  • Schedule and maintain a challenging calendar of appointments, meetings and travel itineraries, and coordinate related arrangements.  
  • Partner with other support staff on an ongoing basis to coordinate multiple demanding calendars, while ensuring that critical meetings are scheduled, and business objectives are met.     
  • Develop advanced presentation materials; independently prepare complex documentation, reports, charts, graphs, and spreadsheets at designated intervals and as requested.  
  • Create complex databases.
  • Compile and manipulate data, summarize findings and write reports or portions of reports.
  • Extract and compile a range of data from written sources, individuals, and/or databases, providing a limited interpretation of data.
  • Compose, proofread or edit formal correspondence, memoranda, and short reports for internal or external circulations.
  • Assemble attachments and corresponding material. Review outgoing material for completeness, dates, and signatures.                                       
  • Coordinate communications between the supervisor and other professional and administrative staff, within and outside the organization.  
  • Serve as principal source of information to staff and visitors for questions.
  • Respond to requests for information and provide assistance as appropriate.   
  • Prioritize and resolve inquiries (phone, e-mail, in-person).  
  • Analyze complex information requests and determine complex trends.
  • Determine administrative needs for conferences, meetings, seminars or other related high level activity where the leadership is in charge of event.
  • Assemble and arrange for necessary items.
  • Assist in developing budgets and monitoring expenditures, reconcile financial statements.
  • Investigate discrepancies and process corrective action.   
  • Act as a liaison between the department and external groups.
  • Interpret and communicate policies/procedures to other parties based on knowledge of the organization and departmental guidelines.
  • Coordinate and complete special projects independently or in cooperation with other groups as assigned.   
  • Plan and coordinate special events as assigned.
  • May routinely provide leadership and direction to lower-level co- workers.
  • May provide input to the performance appraisal process and hiring and firing of lower level staff.
  • Assist with screening applications and conducting initial interviews of entry level staff as needed.  
  • Orient and train entry level staff, and oversee administrative staff in a variety of administrative task.
  • Perform other related duties incidental to the work described herein.  

Required Qualifications at this Level

Education:

  • High school education or equivalent with five years of administrative support experience of increasing variety, complexity and demonstration of work leadership.
  • Two years postsecondary education with three years of experience.
  • OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Knowledge, Skills, and Abilities:

  • In-depth knowledge of department policies, procedures, and goals as well as administrative support in completing complex tasks.
  • Demonstrated the understanding of basic leadership approaches such as work scheduling, prioritizing and coaching.
  • Demonstrated success applying highest level of secretarial skills.
  • Demonstrated the ability to gain the confidence and cooperation of peers.
  • Demonstrated editing and proofreading skills.  
  • Ability to juggle multiple tasks and meet demanding deadlines. Must be self direct and able to take initiative.

 

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