Senior Staff Assistant

Under limited supervision, provides advanced level administrative support.  Typically reports to a director or head of a department.  Performs complex administrative duties, often without established procedures and precedents.  Contacts are frequent with individuals representing other departments and outside organizations.

• Organizes and expedites the flow of work for the manager or the department and initiates any follow-up action.
• Frequently accesses highly confidential and sensitive information; handles such information with judgment and tact.
• Arranges large conferences and meetings, including securing the rooms, equipment and presentation materials; coordinates all logistics so that events run smoothly.
• Maintains managers calendar and ocasionally makes travel arrangements.  Performs other calendar-related or scheduling duties as needed.
• Prepares special reports and presentations that require data gathering, and comparing and summarizing data.
• Helps on-board new employees; may provide training.
• Creates spreadsheets and graphics for presentations.
• Performs data input and maintains established databases; ensures data is accurate.
• Monitors the department budget; tracks and compliles expense reports.  Purchases department supplies and manages inventory.  Submits and tracks department invoices.
• Submit and track EVS/Engineering/Facilities needs.
• Prepares and corrects timecards.  Tracks employee attendance.
• Prepares documents for the manager from established templates, including meeting notes.
• Receives and screens telephone calls or visitors.  Answers questions and provides information related to general department operations, policies and procedures using discretion for matters pertaining to confidential or sensitive information.
• May maintain the departments website.
• Performs other related duties as assigned.

Grade 7