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City of Bellevue: Senior Administrative Assistant

JOB TITLE:	Senior Administrative Assistant	JOB FAMILY:	Administrative
JOB TITLE CODE:		EEO CODE:	Office/Clerical
DEPARTMENT(S):	Multiple	WAGE SCHEDULE:	G
FLSA STATUS:	Non-Exempt	EFFECTIVE DATE:	January 1, 2001

JOB SUMMARY

This position is responsible for providing advanced administrative support. This is the highest level of sub-professional administrative support work. At this level, the practical application of professional knowledge may be present, with assignments varying in nature depending on the assigned department. Incumbents are typically responsible for administering a relatively small function/program or a segment of a larger function/program.

Other jobs allocated to this classification may perform work of similar scope and complexity, but focus on specific assignments in direct support of a Department Director. Additionally, a job at this level may provide supervision to other administrative or clerical staff in support of a the Department operation.

At this level, secretarial or general office work is minimal. If performed at all, it is only in incidental support of more responsible job duties. This job is responsible for the administration of a specific function or performing sub-professional work while gaining experience relative to higher level duties within the same function. Exposure to more complex regulations, standards, methodologies and substantive issues is present with the need for more significant problem solving. May include some analysis at a sub-professional level. May also have minor influence on policy or procedure. The Senior Administrative Assistant has greater opportunity to interpret / adapt existing procedures to unusual situations and face-to-face supervision is less overt. Work effects more than just the immediate work unit or department.

ESSENTIAL DUTIES AND RESPONSIBILITIES

In addition to the nature of duties assigned to the Administrative Assistant, the Senior Administrative Assistant:

Administers a specific function, sub-function, system or program; participates in the preparation of budget(s) and cost projections; monitors and reports on budget variations; provides expertise and guidance, resolves problems, ensures effective communication and in general serves as a liaison linking the interests and needs of interested parties.

Develops and/or expands knowledge base relative to the assigned function or discipline; receives formal on-the-job training from professional staff to increase breadth and depth of work experience, enhance qualifications and strengthen ability to perform job duties associated with higher level work.

Researches and analyzes planned and proposed changes to procedures; gathers, compiles and interprets data; studies a situation or problem to determine appropriate resolution; summarizes data to clarify findings; identifies alternative courses of action; identifies operational impact on organizational unit and recommends course of action.

Develops and drafts new/revised procedures, subject to supervisor's approval, to improve work processes, comply with changed regulatory requirements and add value in general to the function; drafts revisions to existing operations or procedure manuals for review of higher level authority.

Keeps abreast of industry trends and competitive practices as they relate generally to the function, and more specifically to current priorities, activities and programs; provides information and guidance as requested to facilitate understanding of the department's objectives and to engender cooperative attitudes.

May produce and maintain contracts/agreements and monitor compliance with applicable terms and provisions.

Maintains effective tracking systems for internal activities and for utilizing metrics, indices and other assessment methodologies to quantify results achieved; may evaluate findings to validate the continued viability of current strategies/programs and to ensure responsiveness to company initiatives and competitive challenges.

Acts as liaison as relates to report design and specifications; coordinates and follows through with service requests and may work with I/S on the development and creation of reports and enhancements to ensure reporting and information requirements are met.

SUPERVISION RECEIVED AND EXERCISED

Work is generally self-directed, with the supervisor establishing the overall priorities, objectives and resources for the function, and an incumbent independently carrying out responsibilities and following through to accomplish desired outcomes. New procedures or written materials reflecting policy requirements are reviewed prior to implementation.

May be responsible for supervising other administrative or clerical staff.

EDUCATION AND EXPERIENCE REQUIREMENTS

Four-year college degree with major coursework in a discipline related to the duties of the position and two years of progressively responsible relating work experience. Additional qualifying work experience may be substituted for the education requirement.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS

In addition to the requirements of the Administrative Assistant, the Senior Administrative Assistant:

Office Machines & Technology:

May operate specialized hardware devices or software programs relating to the assigned function.

Scope, Complexity and Judgement

Develops solutions to problems of moderate complexity focused on a specific program, function or service area; adapts guidelines, including unwritten policies, precedents and practices which are not always completely applicable to changing situations. Applies comprehensive grasp of most factors affecting area of responsibility; evaluates matters having multiple (and sometimes conflicting) elements/considerations.

Decision Making

Judgements and decisions are still guided by policies, procedures and management-imposed limits, but latitude exists for unreviewed action or decision on routine and some non-routine matters. Original thinking is sometimes required, and some recommendations may be precedent setting. Independent decision-making is limited where assignments are made for training purposes.

Knowledge

Concepts, methodologies and tools pertaining to the organizing, tracking and reporting aspects of project management,

Fundamentals of business and/or technical writing,

Fundamentals of accounting and budget administration,

Fundamental research and analysis tools and techniques.

Abilities

Understand, apply and/or adapt complex/conflicting oral or written regulations or guidelines to diverse and dissimilar situations.

Act independently and know when to refer situations to higher level authority.

Prepare cost projection and monitor/control budgetary compliance,

Understand and apply contract terms and provisions,

Prepare and deliver small-scale group presentations,

Understand and apply the functionality associated with special application software to perfrom job duties.

PHYSICAL DEMANDS

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work involves walking, talking, hearing, using hands to handle, feel or operate objects, tools, or controls, and reaching with hands and arms. Vision abilities required by this job include close vision and the ability to adjust focus.

The employee may be required to push, pull, lift, and/or carry up to 20 pounds.

The noise level in the work environment is usually moderately quiet.