POSITION SUMMARY:
The Senior Administrative Assistant provides secretarial and clerical support to the Chief Operating Officer (COO) in areas of correspondence, policies and procedures, protocol development, office support (filing, copying, etc.) and other interdepartmental communications.
MINIMUM REQUIREMENTS
- High School Diploma/GED with 7 years of experience, AA degree with 5 years of experience, or Bachelor's degree with 3 years of experience. Years of experience should be focused in administrative experience and experience should reflect progressively that the administrative duties increased to higher level experience. Two years of experience must be at an executive management level.
- Health Care administration experience is preferred.
- Ability to word process at 70 wpm. Applicant to provide certificate
- Advanced knowledge of word processing and forms development software such as MS Office and internet
- Ability to communicate in English written and verbal, at college level is preferred.
- Valid California Driver's license, proof of insurance and personal transportation
SPECIFIC DUTIES:
- Provide administrative secretarial support to the COO
- Prioritize and take action with minimal instruction during the COO's absence to assure appropriate referral to delegated authority or resolution
- Act as liaison between staff and COO to facilitate the flow of information
- Attend, record, or prepare minutes of meetings and make appropriate preparations for the meeting including handouts and meals/refreshments as necessary
- Prepare and distribute documents and protocols to appropriate staff at all sites
- Assist COO with coordination of various administration responsibilities.
- Assist in the compilation of data for staff performance evaluations
- Create and/or update forms.
- Coordinate staff meetings
- Point of Contact for staff that reports to COO.
- Compose, type, and file correspondence, reports, and other documents
- Handle confidential information and matters of discretion in a professional manner
- Organize travel arrangements
- Perform other general secretarial duties as deemed necessary and approved by supervisor
- Answer telephone calls and greet visitors
- Assist in updating and maintaining policies and procedures manuals
- Responsible for special projects as directed
- Perform other duties as assigned
PERFORMANCE REQUIREMENTS
Knowledge, Skills, and Abilities
- Knowledge of organization policies, procedures and systems
- Knowledge of office management practices
- Knowledge of secretarial procedures
- Knowledge of basic mathematics to make calculations, balance and reconcile figures
- Review and edit reports and correspondence
- Ability to proofread written materials to identify errors in punctuation, spelling and grammar
- Ability to prioritize and maintain adequate progress of work on assignments and project
- Ability to plan, organize, and complete work rapidly and efficiently
- Ability to act on behalf of the COO and/or with minimal instructions
- Ability to handle difficult situations with minimal instructions
- Ability to compose correspondence based on policy, protocols, procedures and guidelines
- Ability to keep complex records and prepare reports
- Ability to interact with the staff in situations requiring tact, diplomacy and poise
- Ability to plan, organize, coordinate, and monitor the work of committees
- Ability to schedule meetings and conferences and coordinate appropriately with all parties
- Ability to operate a word processor and advanced knowledge of software applications such as Microsoft Office and Internet
- Ability to multi-task
TYPICAL PHYSICAL DEMANDS:
Requires prolonged sitting, some bending, stooping and stretching. Requires eye-hand
coordination and manual dexterity sufficient to operate a keyboard, photocopier,
telephone, calculator and other office equipment. Requires normal range of hearing and eyesight
to record, prepare and communicate appropriate reports. Requires lifting papers or boxes up to
25 pounds. Requires dexterity to word process at 70 wpm.
TYPICAL WORKING CONDITIONS:
Work is performed in an office environment. Involves frequent contact with staff and the public. Work may be stressful at times. May be required to work evenings and/or weekends.
