Administrative Assistant I - Debbie Kirkley

Administrative Assistant I

Purpose

Purpose:

Provide varied administrative support to the EH and S Director and assist with routine business activities of the department.

Essential Functions

Function 1:

Relieves the Director of a wide variety of internal administrative duties and a large volume of decisions, which require a thorough understanding of the functions, programs, and policies of the department and the University.

20% Time

Function 2:

Assists the Director with various department reporting activities (i.e., Unit Effectiveness, Institutional Compliance, etc.) Supervises and assists in the gathering and recording of data. Assimilates and compiles data using independent judgment in producing final reports.

20% Time

Function 3:

Responsible for creating, editing, and publishing the department newsletter. Types manuals for publication, letters, forms. Composes routine correspondence including letters, routine narrative reports, and various memoranda.

15% Time

Function 4:

Manages and maintains the University authorized driver database on the Research Profiles System. Maintains the department website and web pages for all department safety programs.

15% Time

Function 5:

Assists with maintenance of time leave usage, employee records, worker's compensation, training, annual appointments, coordinating travel, and preparing vouchers for payment or reimbursement. Assists in the management of administrative staff services and in developing and implementing internal procedures.

10% Time

Function 6:

Assists with the design and/or execution of an effective system of internal controls concerning records retention, and develops and updates retention schedules and a manual of operating procedures for records retention, storage, and destruction. Assist the Accounting Technician with the following as needed: reconciling departmental accounts, preparing departmental budget, processing department purchase orders, vouchers, petty cash, deposits, transfer of funds, etc.

10% Time

Function 7:

Maintains calendars and schedules meetings, conferences, and training sessions for department staff. Coordinates committee meetings including preparing agendas, taking and typing minutes, and keeping staff informed of committee matters. Maintains an accurate list of committee members and distributes correspondence to all. Provides general administrative direction and/or supervision of student workers.

10% Time

Function 8:

% Time

Marginal/Incidental Functions

Marginal/Incidental Functions:

Other related functions as assigned.

Qualifications

Required Qualifications:

Bachelor's degree with one year upper level secretarial experience or high school with five years of administrative, secretarial and clerical experience with one year of supervisory experience.

Preferred Qualifications:

Use of personal computer and standard office equipment. Proficiency in all phases of work performed. Usual office environment.