Administrative Assistant

Description:

1. Administrative and Technical Support

a. Provides administrative and technical support to the Director(s). Research, compile and prepare correspondence, reports, documents, matrices, and charts under the direction of the Director(s).

b. Manages schedules and calendars of the Director(s). Schedules and coordinates meetings, events, and/or other similar activities using discretion and independent judgment. Screens, prioritizes and directs the Director(s)ʻ visitors, and telephone calls.

c. Screens, prioritizes and directs the Director(s)’ mail and emails. Identifies mail and emails requiring response by Director(s) and refers remainder to appropriate OHA staff for follow up. Ensures that correspondence and materials are prepared and retained in conformance with established policies and procedures.

d. Prepares and organizes materials for conferences/meetings. May attend conferences/meetings to take notes and prepare summaries or minutes.

e. Requisitions supplies, equipment, printing, maintenance, and other services for the Director(s)ʻ offices.

f. Manages confidential information that may have an impact on the OHA’s operations, performance, or reputation if shared beyond its intended audience.

2. Division Office Responsibilities

a. Assists division Directors in tracking projects, deadlines, work assignments, and work
products of Director(s). On behalf of the Director(s), conducts inquiries and responds to inquiries pertaining to assigned work activities or projects. Upon request, assists with project planning and development. Reports status and/or problems to the Director(s).

b. Ensures administrative and clerical tasks performed on behalf of the Director(s) comply
with policies and procedures.

c. Provides information to others seeking information on programs and operations. Refers detailed inquiries to the appropriate team member.

d. Reviews and checks records and forms for accuracy, completeness, and conformance with established OHA policies and procedures. Assists division Directors in coordinating updates of forms and records to meet requirements under applicable federal, state, and local laws.

3. Accounting Activities

a. Assists with the division(s)’ accounting activities. Prepares appropriate accounting request forms and documents for the division(s). Maintains records of expenditures.

b. Assists with the preparation of budgets and related expenditure reports. Assists with collecting and compiling statistical, financial, and other accounting information for monthly, special, and periodic reports.

c. Manages the Director(s)’ accounting activities. Prepares purchase requisitions, payment of invoices, check requests, and reimbursement requests. Maintains records of expenditures.

d. Assists with the preparation of budgets and explanations on any budget variances. Assists with collecting and compiling statistical, financial, and other information for monthly, special, and periodic reports.

4. Records Management Responsibilities

a. Prepares and maintains the Director(s)’ files.

b. Assists in retention and maintenance of Director(s)’ office records. Ensures all records and documents are maintained in accordance with OHA record retention policy.

5. Assists Director(s) with special projects.

6. Regular attendance on a daily basis is required for this position.

OTHER DUTIES/RESPONSIBILITIES

Performs other duties as assigned by the Director(s).

MINIMUM QUALIFICATIONS

Education, Training and/or Experience

1. High school diploma required.

2. Three (3) years of secretarial or clerical experience with demonstrated proficiency in English grammar, spelling, and arithmetic; the ability to read and understand oral and written instructions; and speak and write effectively.

Knowledge, Skills and Abilities

1. Must have working knowledge of:

• Office management
• Record keeping, designing, and maintaining filing system

2. Must have demonstrated skills and abilities in:

• Administrative, clerical, and executive office support
• Project management (including planning, organizing, scheduling, and prioritizing)
• Basic budgeting procedures and financial recordkeeping
• Documentation and records management
• Creation, handling, and maintenance of sensitive and confidential information
• Basic research and data analysis
• Use Microsoft Word, Excel, and PowerPoint