Senior Administrative Assistant

Position Overview

Under direction from the assigned administrator of record of a highly complex, multi-function division, the incumbent performs a full range of administrative, secretarial, and clerical assistance in support of a complex program in a large business, instructional, or student services division. The role may also serve as secondary administrative support in high-level offices such as those of a Vice President or the President.

This classification is distinguished as the experienced, journey-level position within the Administrative Assistant series. Incumbents perform complex administrative support duties independently and are expected to be fully aware of the work unit’s policies and procedures.

Key Responsibilities

• Participate in the administration of the office by assisting the supervisor with reporting requirements, research objectives, and confidential secretarial support.
• Plan and organize administrative office functions; coordinate work flow, review calendars, and manage schedules for division/department activities.
• Utilize electronic technology for correspondence, appointment scheduling, meeting coordination, travel arrangements, and processing requests.
• Participate in the orientation and training of new employees; assign, schedule, and review work for lower-level staff and student workers.
• Collect, compile, analyze, and prepare reports, narrative, statistical, and financial data, ensuring accuracy and compliance with established procedures.
• Coordinate and oversee specialized functions or projects, including event planning and implementation, using independent judgment.
• Answer telephones and respond to inquiries from various stakeholders, providing accurate interpretation of policies and procedures.
• Serve as liaison between the supervisor and internal/external contacts, ensuring effective communication and problem resolution.
• Prepare and forward Board agenda items and supporting documents in compliance with timelines and legal requirements.
• Assist with budget preparation and administration including cost estimates, fund allocation, expenditure tracking, and budget reporting.
• Recommend and manage office equipment, materials, and supply requisitions while ensuring proper functioning and inventory control.
• Provide support to committees by preparing agendas, taking notes, and distributing background materials and minutes.
• Compose, format, and distribute correspondence, notices, and memoranda according to established procedures.
• Establish and maintain complex, confidential filing systems for records, reports, and payroll information.
• Utilize various computer applications to maintain databases and generate reports, and operate standard office equipment.
• When assigned to an instructional division, manage class schedules, curriculum development processes, facility use, and liaison with Admissions and Records.
• Perform any other related duties as required.

Required Qualifications

• Qualifications: Strong working knowledge of office management principles, administrative procedures, and current computer software applications including word processing, spreadsheets, and databases.
• Knowledge of pertinent federal, state, and local laws, codes, and regulations, including those related to education and administrative practices.
• Understanding of budget preparation and administration processes as well as principles of business letter writing and record keeping.
• Ability to interpret and apply administrative policies and procedures, utilize independent judgment, and maintain confidentiality in sensitive matters.
• Proven capability to analyze problems, set work priorities, and provide clear, concise written and oral communications.
• Education: Equivalent to two years of college level coursework or specialized training in public administration, business administration, secretarial science, or a related field.
• Experience Required: Three years of increasingly responsible experience as an administrative assistant or secretary, preferably in a public agency or educational environment, including experience in a lead capacity.

Benefits & Perks

• Salary: Range 127 of CSEA Salary Schedule
• Schedule: Monday - Friday (8:00 AM - 5:00 PM), 40 hours per week
• Requirements: Resume and Cover Letter required. Applications missing the required documents will not be considered.
• Close Date: February 05, 2025