Administrative Assistant - Senior

Posting Open Until FilledSalary Range: $35,350 - $44,241General Description and Classification StandardsResponsible, courteous, and organized individual who sought to greet clients in person and over the phone while performing general office work and various administrative support functions. Organizational solid/multi-task skills are an asset. This individual should possess a responsible work ethic and be sensitive to confidential matters related to staff/vendor/resident matters. Provides varied and advanced administrative and support services to the Department of Grants and Community Development. Prepares, reviews, distributes, and files routine correspondence, memoranda, letters, and reports; attends staff and other meetings and takes notes or minutes—plans and coordinates meetings within the office or across departments. Carries out special administrative or office operations projects; as needed, serves on interdepartmental teams for process improvement or other tasks. Answers call and respond to general phone, email, or written inquiries. Maintains department records and files. Supervision Received Reports to the Administrative Support LeadEssential Duties & ResponsibilitiesThese are typical responsibilities for this position and should not be construed as exclusive or all-inclusive. May perform other duties as assigned.Maintains a friendly environment for guests and clients as they wait in the Office lobbyAnswers office phone and determines appropriate division or staff to direct callers toMaintains a directory of partner organizations and housing providers to direct callers toGreets guests as they enter the office and notifies staff of visitors, and directs guests to the conference room for meetingsCollects and distributes office mailAssists in tracking and routing contracts and disbursements for paymentManaged and organized the file room and assisted in archiving of files during the retention period to ensure compliance with federal guidelinesManage the scheduling of the conference room

Knowledge, Skills & AbilitiesThis is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully. It is not an exhaustive list.

Skill in communicating and interacting with customers, supervisors, and other staff membersSkills in using standard office software, e.g., Word, Excel, PowerPointAbility to use specialized office data systemsAbility to build effective relationships within the organization and with outside contactsAbility to compile, organizes, prepare, and maintain an assortment of records, reports, and informationAbility to respond to general questions regarding services and programs offered by the Office