Administrative Assistant

SUMMARY:

Responsible for provision of varied administrative support duties to a unit/department; provides support to management and staff with administrative and operational support tasks.

ESSENTIAL FUNCTIONS:

This class specification lists the major duties and requirements of the job and is not all-inclusive. Incumbent(s) may be expected to perform job-related duties other than those contained in this document and may be required to have specific job-related knowledge and skills.

1. Performs administrative support which requires the exercise of independent judgment, the application of technical skills and a knowledge of detailed or specialized activities related to the department to which assigned.

2. Manages databases and/or spreadsheet files and to develop special report formats.

3. Researches and assembles information from a variety of sources for the completion of forms or the preparation of reports; makes arithmetic or statistical calculations.

4. Conducts specific projects related to the department or office to which assigned; may obtain and/or provide information from other organizations, summarize such information and prepare recommendations.

5. Provides information to clients or to staff that requires the use of judgment and the interpretation of policies, rules or procedures.

6. Arranges meetings by notifying attendees, reserving rooms and making lodging and/or meal arrangements.

7. Organizes, maintains and purges various departmental files.

8. Prepares and types correspondence, reports, forms, contracts and specialized documents.

9. Proofreads and checks typed and other materials for accuracy, completeness, and compliance with departmental policies and regulations.

10. Enters and retrieves data and prepares reports using a computer; reviews such reports for accuracy and makes corrections as required; operates standard office equipment.

11. Oversees and personally performs a variety of office administrative details such as entering employee time, preparing purchase requisitions, arranging for the repair of equipment, transmitting information, and keeping reference materials up to date.

12. Acts as receptionist and receives and screens visitors and telephone calls and directs the caller to the proper person or personally handles the call; provides information which requires the use of judgment and interpretation of policies, rules and procedures.

ESSENTIAL FUNCTIONS: (continued)

13. Contributes to the efficiency and effectiveness of the department's service to its customers by offering suggestions and directing or participating as an active member of a work team.

14. Promotes and supports the overall mission of Pace Analytical by demonstrating courteous and cooperative behavior when interacting with customers and staff; acts in a manner that promotes a harmonious and effective workplace environment.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and Experience:

High School Diploma/GED; AND two (2) years of administrative support experience; OR an equivalent combination of education, training and experience.

Required Certificates, Licenses, and Registrations:

Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.

• None.

Required Knowledge and Skills

Required Knowledge:

• Policies, procedures and functions of the department to which assigned.
• Administrative practices and procedures, such as business letter writing and the operation of common office equipment.
• Correct English usage, including spelling, grammar, punctuation, and vocabulary.
• Standard business arithmetic, including percentages and decimals.
• Basic budgetary principles and practices.
• Computer applications and systems related to the work.
• Principles and practices to serving as an effective project team member.
• Methods to communicate with staff, coworkers, and customers to ensure safe, effective and appropriate operations.

• Correct business English, including spelling, grammar and punctuation.

Required Skills:

• Providing varied administrative assistance to a chief executive officer and high-level administrative staff.
• Interpreting, applying and explaining complex policies and procedures.
• Using tact, discretion, initiative and independent judgment within established guidelines.
• Analyzing and resolving office administrative situations and problems.
• Researching, compiling, and summarizing a variety of informational materials.
• Composing correspondence and other written independently or from brief instructions.

Required Skills: (continued)

• Establishing and maintaining effective working relationships with those contacted in the course of the work.
• Organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of direction.
• Contributing effectively to the accomplishment of team or work unit goals, objectives and activities.

• Maintaining databases, forms, documents and related informati0n.

PHYSICAL/MENTAL REQUIREMENTS:

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Mobility to work in an office setting, use standard office equipment and stamina to sit for extended periods of time; strength to lift and carry up to 10 pounds; vision to read printed materials and computer screens; and hearing and speech to communicate in person or over the telephone.

WORKING ENVIRONMENT:

Work is performed in an office setting.