Executive Assistant Sr

Compensation

Minimum: $26.08 hr.

Maximum: $36.51 hr.

FLSA Exemption Status

Summary

This is advanced, diversified, often confidential, and moderately complex administrative, and staff work supporting a senior level manager who oversees diverse activities within their department. Duties require some independent judgment through the application of problem solving, decision making, dependability, initiative, and the ability to process and resolve various departmental issues. Positions allocated to this classification may assign and review the work of Staff Specialists. Duties must be performed at a high level of competence and require discretion and judgment with respect to matters of significance.

Work is performed under general supervision and is normally reviewed upon completion. Work in this class is distinguished from higher classes by its lack of managerial responsibility and by lower classes by its coordination of administrative activities, latitude for discretion and decision making, supervisory responsibility, and work of a confidential and sensitive nature.

Examples of Work

Serves as staff liaison to special committees and boards and represents the department by attending meetings or serving on assigned committees.  Prepares meeting agendas, photocopies and/or assembles back-up documentation, and mails packets to board and staff members.  May take and transcribe minutes.

Handles inquiries, complaints, and requests; tracks issues, and resolutions and aids regarding specific matters within the area of expertise to resolve complex inquiries and complaints.

Maintains records, libraries, databases, tracking systems and files required in connection with department work processes.

Schedules, coordinates, and maintain assigned calendars. Make travel arrangements and prepare itineraries.

Provides oversight, maintenance, and updates the department’s intranet and/or internet sites.

Monitors the operation of office equipment and recommends the repairs or upgrades; coordinates repair or upgrade of new equipment.

Acts as department Timekeeper; audits payroll and other records. Assists with the preparation, coordination, and administration of the department budget.

Administers department purchase orders and VISA purchases and prepares department bills for processing; requests information or supporting documentation from appropriate staff.

Examples of Work (continued)

Non-Essential Functions:

May be required to work and attend meetings outside regular business hours.

Required to respond in emergency conditions.

Performs other duties as assigned.

Education

An associate degree from an accredited college, or equivalent vocational/technical training, and three (3) years of responsible administrative and staff support experience, or an equivalent combination of training and experience that provides the required knowledge, skills, and abilities.

A Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate may substitute for an associate degree.

An additional two (2) years of responsible administrative and staff support experience may substitute for an associate degree.

Experience

Three (3) years responsible administrative and staff support experience, or an equivalent combination of training and experience which provide the required knowledge, skills, and abilities.

Must type at a minimum speed of 35 correct words per minute or at a higher speed, as set by the department.

GRU Competencies

Role Specific Competencies

Certifications

Knowledge, Skills, and Abilities

Depending on area of assignment:

Ability and willingness to use sound judgment, exercise discretion, and after evaluating alternatives, make decisions on the handling of moderately complex matters.

Comprehensive knowledge of administration, organization, policies, practices, and programs.

Demonstrated proficiency in relevant software and advanced computer skills.

Ability to work with general supervision.

Ability to maintain confidentiality and respond appropriately to sensitive/confidential issues.

Ability to work effectively with co-workers and internal and external customers.

Ability to communicate effectively, both orally and in writing.

Ability to operate basic office equipment.

Ability to perform administrative functions, including the ability to assign and review the work of other staff members.

Knowledge, Skills, and Abilities (continued)

Physical Requirements

Environmental Requirements