Provides varied responsible office administrative support activities to executive level management and related professional and supervisory staff; performs technical support work related to the department to which assigned that may include record keeping, scheduling, report preparation and filing; performs related work as assigned.
NATURE AND SCOPE OF POSITION:
This is an administrative office support classification, performing multiple secretarial duties to ensure the efficient service provision to the assigned department. Positions may also perform organizational-wide office administrative work for associated administrative staff. Responsibilities require the frequent use of tact, discretion and independent judgment as well as knowledge of departmental and credit union activities. The work may have technical aspects, requiring the interpretation and application of complex policies, procedures and regulations and may involve public/member contact. The work normally involves regular interaction with board members, representatives of business or community organizations, the public and all levels of Kinecta personnel to exchange information and explain administrative policies and procedures. This class is distinguished from other office support classes by the nature, scope, complexity and diversity of responsibilities originating at a department head or organizational-wide level.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Oversees and ensures that the office administrative functions of the department/division to which assigned are effectively carried out; recognizes and solves issues and problems in situations that may require the use of tact, independent judgment and skill in resolving conflicts.
- Maintains a calendar and coordinates the schedule of the departmental senior management staff and representatives of other organizations; makes travel arrangements as required.
- Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders, processing contracts and agreements and arranging for equipment purchase and maintenance.
- Processes bills and invoices for payment; prepares and transmits a variety of financial documents; assists in budget preparation and administration and maintains records of purchase orders, expense statements and other fiscal transactions.
- Receives and screens visitors and telephone calls, providing a high level of customer service to both external and internal customers; provides information to credit union staff, other organizations and members, requiring the use of judgment and the interpretation of complex policies, rules and procedures.
- Performs project research and report preparation related to the activities of the department to which assigned; may prepare technical reports and perform other technical work related to the department to which assigned.
- Prepares detailed and confidential correspondence, reports, forms, invitations, graphic materials and specialized documents related to the department to which assigned from drafts, notes, brief instructions, corrected copy or dictated tapes; proofreads materials for accuracy, completeness, compliance with departmental policies, correct formatting and correct English usage, including grammar, punctuation and spelling.
- Organizes and maintains various administrative, confidential, reference and follow-up files; purges files as required; may assist in the maintenance of the official records of the credit union and receive official documents as assigned.
- Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment and multi-line telephones.
NON-ESSENTIAL DUTIES AND RESPONSIBILITIES:
Performs other duties as assigned.
- Knowledge of basic organization and function of financial institutions, including the role of appointed boards and committees.
- Knowledge of regulations, policies, technical processes and procedures related to the department to which assigned.
- Knowledge of standard office administrative and secretarial practices and procedures, including the use of standard office equipment.
- Good business letter writing and the standard format for reports and correspondence.
- Excellent computer applications related to the work, including word processing, database, spreadsheet and website applications.
- Ability to perform research and prepare reports and recommendations.
- Good communications skills both written and orally.
- Ability to use tact, initiative and sound independent judgment within established policy and procedural guidelines.
- Ability to organize own work, set priorities, work independently on a day-to-day basis, meet critical deadlines and balance multiple objectives.
- Ability to establish and maintain effective working relationships with those contacted in the course of the work.
Education, Training and Experience:
Potential candidates for this position must meet the following requirements:
- Bachelor’s degree in related field.
- Three to four years of responsible office administrative or secretarial experience. Experience in supporting director/executive staff level preferred.