Administrative Assistant

Description

Under the general supervision of the Disaster Program Supervisor or designee, this position provides administrative support and coordination of services for disaster programs. The incumbent is expected to use considerable judgment in applying departmental policies and procedures. This position requires a confidential relationship to the policymaker.

Duties and Responsibilities

Acts as principal assistant on administrative matters relating to disaster programs.

Maintains liaison with other organizational units providing support services such as data processing, accounting, purchasing, printing, and personnel matters.

Collects data for and assists in preparation of administrative aspects of the disaster program budget requests.

Investigates administrative problems and makes recommendations for solutions.

Provides assistance in planning and implementing administrative improvements including organizational changes and work systems.

Handles phone inquiries, directing calls, and providing basic company information.

Coordinates and arranges travel, accommodation, itineraries, and all correspondence related to arrangements as needed.

Plans, organizes, and implements events such as meetings, business luncheons, or client dinners.

Manages the executive schedule and acts as liaison for the executive team.

Prepares reports, presentations, and data, and maintains files, records, and correspondence for meetings.

Handles confidential information; organizes and maintains files and records, memos, and other documents and correspondence.

Prepares information and research for executive needs.

Performs other related duties as assigned to support the division.

Minimum Qualifications

Associate Degree and three (3) years of administrative experience in a business or government agency with responsibility for assisting in the direction and or coordination of personnel, office administration, fiscal affairs, and other support services.

OR

High School Diploma and its equivalent and five (5) years of administrative experience in a business or government agency providing administrative support in the direction and/or coordination of personnel, fiscal affairs, office administration, and other support services.

Position Factors

FACTOR 1- KNOWLEDGE REQUIRED BY THE POSITION

Knowledge of principles, procedures, and problems of fiscal management and their adaptation to the department.

Knowledge of government budget and administrative practices and procedures.

Knowledge of office management principles, procedures, and techniques and their adaptation.

Skill in computer applications to include Microsoft Word, Excel, and the ERP system.

Skill in general office equipment such as telephone, fax, printers, copiers, calculators, and computers.

Skill in written and communication skills.

Skill in multi-tasking.

Ability to acquire knowledge of and proficiency with departmental rules, regulations, policies, and procedures.

Ability to acquire knowledge of all other divisions and department organization and programs.

Ability to analyze, edit, review, and interpret complex technical material.

Ability to plan and supervise administrative control systems.

Ability to establish and maintain effective and cooperative working relationships with all levels of management and staff and outside agencies.

Ability to work independently and collaboratively.

Ability to prepare statistical, financial, and other reports.

Ability to maintain confidential records and files.

Ability to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.

Ability to abide by strict ethical standards, integrity, objectivity, and confidentiality.

FACTOR 2- SUPERVISORY CONTROLS

This position reports directly to the Disaster Program Supervisor for all activities. The Disaster Program Supervisor supervises all work products and activities. Work performance is reviewed annually/semi-annually by the Disaster Program Supervisor using a performance appraisal process and forms in accordance with departmental standard operating procedures, regulations, and as detailed in the personnel handbook.

FACTOR 3- GUIDELINES

Guidelines include departmental operation policies, rules, regulations, standard operating procedures (SOPs), manuals, and laws of the VI Code.

FACTOR 4- COMPLEXITY

Work is repetitive and routine. The employee is expected to work independently. Should a difficult problem or situation develop, the work activity is referred to the higher-level supervisor for appropriate action.

FACTOR 5- SCOPE AND EFFECT

The purpose of work is to provide administrative and disaster program processes for VITEMA.

The work entails maintaining accurate and detailed reports on all aspects of the disaster program process and providing data to the management team, as necessary.

FACTOR 6- PERSONAL CONTACTS

Contacts are with employees of all levels within the agency, and outside agencies utilizing telephone, email, fax, and in-person contact.

FACTOR 7- PURPOSE OF CONTACTS

Contacts are made to give and receive information, perform financial and accounting activities in support of internal and external partners.

FACTOR 8- PHYSICAL DEMANDS

Work involves sedentary to light work in an office setting. Light lifting (up to 10 lbs.) may be . There is frequent need to sit, talk, or listen, use the hands, and occasionally stand, walk, or reach with hands and arms as well as perform similar actions during the workday.

FACTOR 9- WORK ENVIRONMENT

Work is performed in an office setting and occasional off-site work may be .

The agency promotes a drug/alcohol-free environment.