Administrative Associate

🏢Summary

Perform administrative duties of a complex and confidential nature in support of departmental or divisional activities to relieve supervisor or clerical and administrative responsibilities and to maintain efficiency of departmental or divisional office operations.

✅Primary Responsibilities

• ✅Works on assignments that are moderately complex in nature and in which judgment is required in resolving problems and making routine recommendations. Considerable use of word processing, spreadsheet and presentation preparation applications is required. Normally receive no instruction on routine work, and general instruction on new assignments.
• ✅Screen and route mail and documents; determine which to respond to or which to bring to supervisor's attention based on content of communication and knowledge of departmental programs.
• ✅Organize and maintain divisional or departmental files or records, reports and correspondence required for reference and efficient operation of division or department; maintain up-to-date management and procedural manuals, directives, and related records; compile and summarize data and assist in preparing regula and special reports requiring analysis and evaluation of data; review reports received for supervisor; check and compare with source documents and bring significant items, changes, errors or omissions to the attention of the supervisor.
• ✅Maintain, review and reconcile departmental or divisional budgetary records, prepare budgetary projections and recommendations based on instructions and established procedure.
• ✅Process a considerable amount of confidential and sensitive information in support of administrative activities.
• ✅Prepare letters and statements, a portion or all of which, may be composed or compiled on the basis of personal knowledge or subject matter; prepare inter-departmental memoranda explaining new or revised policies and procedures as necessary.
• ✅Arrange for and schedule appointments and meetings for supervisor; interview callers; answer questions concerning departmental or divisional activities; transmit instructions and/or information to and from staff members; serve as liaison with internal and external agencies; make proper referrals as necessary; prepare materials and make arrangements for conferences and travel; prepare necessary documents for supervisor's use in meetings; may att…