EXECUTIVE ADMIN

PRIMARY FUNCTION:

Under general supervision, performs secretarial, clerical, and stenographic functions that require knowledge of District and department systems and procedures. Performs other duties as assigned.

• Must be able to transcribe notes into correspondence, minutes, etc., efficiently and accurately.
• Coordinates or supervises activities of other clerical or secretarial personnel assigned within the department.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The examples of essential functions listed below are representative but not necessarily exhaustive or descriptive and incumbent may be assigned other related functions not listed herein if such functions are a logical assignment for the position.

• Composes or prepares correspondence from various reports, notes and other statistical data; compiles, prepares and updates detailed charts and reports.
• Attends meetings and conferences and accurately transcribes information; maintains confidentiality of personnel issues or business nature transcribed into minutes, records, correspondence, memorandum, reports, speeches, testimony and other documents.
• Schedules appointments and travels arranges or oversees process through assigned clerical staff including maintenance of travel order files and compilation of weekly reports; and recording and posting of credit card expenses.
• Initiates and follows up on assigned departmental actions involving departmental business to ensure timely completion.
• Maintains a variety of complex records, files, work orders, card indexes and audits using spreadsheets and databases; and handles incoming mail.
• Creates or updates spreadsheets, graphs, presentations, charts and documentation rapidly and accurately, using Microsoft Office or tools.
• Receives and greets visitors to department and provides information to them or directs them to their appointments; and responds to inquiries about department activities of a general nature.
• Coordinates and supervises the activities of clerical or secretarial personnel as required; maintains department files and recommends improvements in filing systems.
• Oversees or enters payroll data and vehicle mileage information into computer as required.
• Maintains inventory of supplies, forms and materials and reorders as required.

MARGINAL DUTIES AND RESPONSIBILITIES:

• Pays out petty cash for authorized purchases.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS:

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• Associates degree in secretarial science or related field
• Four years of progressively responsible clerical/secretarial experience. Must be able to transcribe notes and minutes efficiently and accurately.
• Progressively responsible directly related experience may be substituted for the required education at the ratio of two years of experience in direct and progressively responsible secretarial experience.

Skills/Abilities:

• Maintains effective relations with the general public; read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations; prepare reports, business correspondence, and procedure manuals.
• Operate computers and software programs for spreadsheet and word processing; email; operates computer keyboard at 55-65 per minute.
• Transcribe efficiently and accurately transcription; compose correspondence, reports, and resolutions independently; interpret general policies, procedures, and regulations and apply them to specific situations; operate electronic typewriter, calculator.
• Use correspondence and spreadsheet software; prepare filing system using alphabetic, numeric and chronological sequence; perform responsible administrative, secretarial, and clerical functions; responding to complaints effectively using professional customer service techniques.
• Calculate figures and amounts such as discounts, interest, commissions, proportions and percentages; understand safety rules and regulations and work safely; be prompt and regular in attendance; and work courteously and cooperatively with employees, Board of Directors, consultants, manufacturer’s representatives, public and/or private agency representatives; and the general public.

HOW TO APPLY:
Note: This listing of the job requirements may not be all-inclusive. If you’re interested in this position, please pre-register at acmestaffing.com. Also, could you submit your resume to
elcentro.ca@acmestaffing.com Please mention the title of this position in your email.