Administrative Specialist IV

This position is under review and must follow the guidelines in accordance with the respective collective bargaining agreements and/or NLRB definition of a confidential employee. This position must be reviewed in partnership with HR Consulting prior to posting. Performs advanced, highly responsible, professional secretarial and administrative services for manager, following established procedures and guidelines or brief instructions. Requires knowledge of the units operating policies, procedures and protocols. Deals with sensitive departmental and organizational matters. Works independently and relieves manager of routine administrative detail. The position is expected to exercise latitude and some judgment to perform job responsibilities and resolve problems within established procedures and guidelines.

• Greets callers and visitors.


• Answers questions and provides information on department policies, procedures and protocols.


• Handles complaints from members and the public, referring the complaint to appropriate staff and/or takes or recommends action to resolve the issue.


• Takes care of matters that do not require the managers attention and that fall within department practices, protocols and established policy.


• Refers substantive questions requiring content knowledge to others.


• May handle emergency situations in the managers absence following established protocols and guidelines.


• Relieves manager of routine administrative detail.


• Keeps manager apprised of important/relevant matters.


• Serves as liaison between manager and his/her direct reports and others within and across the organization unit to receive and disseminate information.


• Maintains managers calendar and serves as focal point for scheduling and coordinating managers time.


• Schedules meetings and makes commitments of managers time based on personal knowledge of managers workload and current issues of importance.


• Briefs manager on matters to be considered before meetings and appointments.


• Coordinates administrative and logistical arrangements for conference rooms, conference calls, and other meeting events.


• Distributes meeting notice and agenda.


• Arranges for teleconferencing equipment and other equipment needs and catering services.


• Gathers and assembles files, documents and other information necessary for meetings.


• May attend meetings to record minutes, track agenda, decisions, and action items.


• Reviews managers mail.


• Identifies required action and due dates.


• Researches issues and attaches supporting documentation to assist manager and/or refers mail to appropriate staff member.


• May personally handle routine action items/requests for information following established guidelines and standard protocols.


• Independently handles travel arrangements.


• Tracks and compiles expense receipts; prepares monthly expense reports.


• Uses word processing software to prepare and format interoffice communications, letters, reports, confidential documents, etc., including graphic presentations; may include desktop publishing.


• Organizes and maintains confidential department files and records.


• Maintains specialized project references files used by manager and staff.


• Relieves manager of routine department budget tracking following standard guidelines and protocols.


• Processes purchase orders and invoice requests.


• Tracks, monitors and produces budgetary reports.


• Reconciles invoices and resolves discrepancies.


• Orders office supplies and arranges for equipment repair.


• May assist with administering department budgets.


• Drafts standard/recurring correspondence on own initiative following standard office protocols for managers review/signature.


• Reviews documents and materials prepared by others for managers signature to assure consistency with procedural guidelines, format/style, spelling, punctuation and grammar.


• May compose non-routine replies for manager review as directed.


• Sets up, or assists with, special/large on-site and off-site conferences and receptions requiring planning and arranging travel and hotel accommodations, speakers and catering services.


• May attend conference to provide on-site coordination throughout event.


• May provide administrative support and coordination of projects with others outside the department.


• May provide training and orientation and lead direction to non-exempt staff on day-to-day activities including overseeing workflow and answering procedural questions.


• Performs other related duties following standard office routine, practices and procedures or instructions.


• CLAUSE - Various positions are under review with a joint Management/Union review committee for appropriate Union/Non-Union status and this position may be considered a union position or may be converted to a union position at some time in  the future. Should this position be determined to be union it will be returned to the bargaining unit in accordance with the Collective Bargaining Agreement.