Administrative Assistant 1

PRIMARY FUNCTION: Under general supervision, performs a variety of administrative duties for the functional department, unit and/or profit center utilizing knowledge of established administrative practices and procedures, various office equipment and software packages. Exercises judgement and makes decisions in such matters as responding to requests, work prioritization, meeting schedules and resolving routine issues.
WORKING PROCEDURE AND/OR RESPONSIBILITY ASSIGNED:
THE FOLLOWING ARE THE USUAL MAJOR JOB DUTIES FOR THE POSITION, BUT THIS JOB DESCRIPTION DOES NOT PRECLUDE THE PERFORMANCE OF OTHER RELATED DUTIES BY THE INCUMBENT, AS REQUIRED.

Technical Skills:
Organization and Prioritization of work.
Draft and/or compose correspondence and generate documents such as memos, letters, forms and reports at direction of manager or workgroup, or in response to or anticipation of needs and routine inquiries. Edit/proofread documents for spelling and grammar to ensure accuracy.
Take and transcribe notes from departmental /unit meetings, for tracking of deliverables and follow-up by self and/or group.
Knowledge of a variety of software packages (Excel, Word, PowerPoint, etc) and database applications (SAP, Access, etc.) and ability to use them to ensure the efficiency and productivity of the dept/unit, and to produce products and reports that may require new formulas and formats, or manipulating data.
Utilization of the internet and intranet to respond to customer needs and requests and perform searches to obtain necessary information for execution of work tasks. Compile researched material for use by work group or manager.

Office Management:
Coordinate the flow of work to ensure adequate coverage and uninterrupted completion of assignments.
Maintain orderliness in office area.
Order and maintain appropriate levels of necessary office supplies.
Coordinate obtaining necessary equipment (PCs, telephones, desktop essentials, etc.) for new and existing members of the group/dept as needed, under direction of manager.

Customer Support: (Internal/External)
As a team member, work in support of job/business needs and priorities for the dept/unit/profit center and across the unit. May work in a matrix environment in executing the job duties.
Provide telephone support including screening calls, relaying messages and following up on inquiries.
Make travel arrangements or event arrangements (including meetings and luncheons, etc.), as required.
Input timekeeping data and generate/initiate SAP forms and reports, as directed.
Maintain manager's calendar and coordinate manager's schedule to ensure efficiency and effectiveness.
Maintain files, records and reports, using discretion and appropriate confidentiality.
Prepare budget reports, expense reports and other schedules, as required.
Respond to all internal/external customer requests taking direction from manager as required.

(CONTINUED ON REVERSE SIDE)

DEPARTMENT POSITION TITLE POSITION NO.
Administrative Assistant Level 03 Non-exempt
SCOPE, PURPOSE AND FREQUENCY OF CONTACTS:

Competencies for position:

Results Orientation
Customer Orientation
Individual Knowledge & Effectiveness
Communications Skills Team Orientation
Team Orientation
Planning & Organizing

Intradepartmental contact - Frequent
Interdepartmental contact - Frequent
External customers - Occasional to Frequent
Vendors - Occasional
DIRECTION OF OTHERS:

May advise and assist equal or lower classified personnel or contract personnel on work assignments.

Skill Sets:
Good oral and written communication skills
Proficient in Microsoft Office suite of computer codes (WORD, Excel, Power Point) and Exchange
Proficient in database computer programs. Preferred SAP, but also programs such as Access
Proficient in Travel Master, CONCUR strongly preferred
Proficient in Webtop strongly preferred
Proficient in SAP modules for time keeping, budget/project report generation.

Specific Duties include, but are not limited to the following:
Support RVHCR and PSDR managers and their staffs
Travel arrangements for thru TravelMaster for Managers and staff members
Maintain Manager's Exchange calendar.
Schedule meetings (thru Exchange Invitation)
Schedule and coordinate monthly group meetings as required
Prepare Monthly Operations Report (MOR) and input into PSDR Share Drive.
Monthly meeting with Managers to go over budget, group productivity report, phone charges, updates to schedule, as required
Prepare expense reports for Managers
Forward management communications/e-mails to work groups (Windsor/EC)
Approve all MRCDA and MPRCU staff timesheets.
Maintain and provide weekly update of Excel spreadsheet for department Overtime / Overhead hours.
Schedule Resource Planning Meetings and coordinate with EC managers/staff
Work with EC admins to reserve C.R./food/schedule for all PSDR and RVHCR Managers as needed
Webtop - input correspondence/routing
Order office supplies / reconcile Procard statement
SAP - make corrections to employee timesheets; prepare missing/invalid time reports monthly; training reports, overtime reports, etc.
Provide PSDR and RVHCR Exec Admin with monthly updates to org charts
Keep master PSDR and RVHCR phone/address listing up to date with new hire/termination info
New Hires - prepare User ID/Access Requests for manager approval; coordinate phone/cubicle and PC request.
Maintain the Windsor Project Manager distribution list
PM Forums - send out ES Windsor announcements; maintain registration, handouts, and lunches