Description
Executive Assistant
Summary
To provide office management support of assigned department, assure the smooth operation of the support services, handle inquiries, supervise other administrative support operations, may lead projects. This position handles confidential information and operates as part of the management team.
Essential Functions
The following responsibilities represent the essential functions of the position. An employee in this classification is responsible for carrying out all of the following functions:
Supervise the lobby reception, phones and office operations of assigned department.
Assures all required processes are completed, or assigned, work with staff to assure completion of assignments.
Assists in the preparation and control of records, statistics and reports regarding operations, personnel and clients served.
Handles community inquiries, acts as a department liaison.
Administers programs, projects and or processes specific to the assigned department.
Participates in agency wide case review, assuring departmental standards meets funding and State requirements.
Administers and tracks departmental purchasing related to supplies, facilities and operations.
Assists in training and orientation of new employees.
May be required to provide services/support activities in the filed as needed for department function.
Acts as a mandated abuse reporter
Other duties as assigned to assure efficient program operations
Supervisory Responsibility : may supervise one staff as assigned.
Qualifications Required
High School diploma, G.E.D. or equivalent plus two years of related experience working in an office environment with increasing responsible assignments.
Required Knowledge and Skills
Knowledge of office methods, procedures and equipment.
Ability to train and direct the work of others.
Ability to prepare and deliver presentations.
Ability to prepare accurate accounting of department purchases.
Ability to organize time, set priorities, and complete assignments
Ability to manage multiple tasks in a busy office environment.
Ability to exercise good judgment, self-pace work and direct the work of others.
Knowledge of the industry supported by the program department as assigned.
Experienced and knowledgeable in Windows, Ms office: able to use Word, Excel and Access proficiently.
Acts as a mandated abuse reporter
Environmental Conditions
Typical office environment, equipment and tasks. Significant amount of time spent at computer station, typing, phone, long periods of intense concentration. Constant review of documentation and reports, frequent phone use, constant interruption. Periods of travel to other locations, exposure to outdoor conditions. Significant face-to-face communications with internal and external customers.
PI285332327
