Administrative Assistant (Facilities Department) - Berks County, PA : Job Details

POSITION SUMMARY:

The Administrative Assistant provides high-level administrative support to the Director and Deputy Director of Facilities. Responsibilities include managing administrative operations, compiling data and drafting reports, maintaining confidential records, organizing and facilitating meetings, coordinating of department projects, and general providing technical and administrative assistance.

POSITION RESPONSIBILITIES:

Essential Functions

The duties and responsibilities of this position include, but are not necessarily limited to:

* Provide administrative assistance, such as writing and editing emails, purchase requisitions, drafting memos, creation of forms and preparing communications on the Directors and Deputy Director's behalf.

* Maintain comprehensive and accurate records.

* Organize meetings and events; including assistant with scheduling, sending reminders, preparing agendas & presentations, catering and equipment needs when needed.

* Design, structure, and maintain control files of matters in progress and follow-up to ensure that necessary actions are completed.

* Control and maintain confidential material and files pertaining to labor negotiations analyses and reports, financial reports, audit reviews, personnel matters, and other matters with which the Director and Deputy Director are involved.

* Maintain organizational files and records.

* Receive and resolve or refer complaints to the appropriate party.

* Perform professional work related to budget, schedules, and reports.

* Coordinate work assignments.

* Provide back-up to other positions, as needed.

* Complete other duties and responsibilities as assigned.

* Occasionally travel on an as-needed basis for training and to complete assigned duties.

MINIMUM EDUCATION AND EXPERIENCE:

* Associate's Degree in Business Administration, Public Administration, or closely related subject.

* Three years of experience in advanced administrative office experience.

* Any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES:

* Knowledge of the principles and practices of facilities operations, construction/engineering.

* Ability to carry out staff assignments requiring the organization of material and development of procedures without direct supervision.

* Ability to develop sound operational procedures on the basis of studies and analyses.

* Ability to learn operating practices of county government.

* Ability to independently troubleshoot problems.

* Ability to be analytical, exercise a high degree of independence, and exercise good judgment.

* Ability to meet deadlines and timeframes.

* Advanced knowledge of computer applications including Word, Excel and PowerPoint.

* Must be flexible.

* Ability to communicate effectively both orally and in writing.

* Ability to establish and maintain effective working relationships with Government officials and the public demonstrating good interpersonal skills a high level of professionalism.

* Ability to be detail oriented, take initiative and be multi-task oriented.

* Ability to handle stress.

* Physical presence in the office is required.

PHYSICAL DEMANDS:

Majority of time is spent in a sedentary position. Work involves walking, talking, hearing, using hands to handle, feel 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 must occasionally lift and/or move up to 10 pounds a distance of fifteen (15) feet or less.

WORKING ENVIRONMENT:

Normal office environment.

This position description serves as a guideline for communicating the essential functions and other information about the position to the applicant/employee. It is not intended to create a binding employment contract nor cover every detail of the position and may be changed where appropriate.