Senior Administrative Assistant

Description

We are seeking an enthusiastic Senior Administrative Assistant to support our Records and Information Management team and be an integral part of improving records management processes and procedures at TriMet. In this position you will assist the Records and Information Manager in organizing, maintaining, and tracking records and documentation, and help ensure that all employees have easy access to the most up-to-date records and information. We are looking for a candidate with exceptional organizational skills, meticulous attention to detail, and familiarity with records governance software and best practices.

Under minimal supervision, the Senior Administrative Assistant provides administrative support and coordination for a department or division, by prioritizing, directing, and responding to business matters involving administrative functions. This position creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and events. Uses initiative and advanced knowledge of administrative skills, methods and practices and some innovation, analysis, and reasoning to choose appropriate alternatives from among pre-defined policies and procedures to complete work that includes successive steps and involves some non-routine problems and/or decisions but generally not complex. May train, coordinate work of other administrative or temporary staff.

The Senior Administrative Assistant is distinguished from the Administrative Assistant (intermediate-level) in that the Senior has more independence, provides budget and contract support, and overall administrative support to a department or division, whereas the intermediate-level does not support a division and does not provide budget or contract support.

This role requires being in the office Four (4) days per week.

Ensure a commitment to safety through consistent and professional behaviors in performance of job requirements that demonstrate safety is a fundamental value that guides all aspects of our work. Perform related duties as required.

Serve as a good steward of TriMet by regularly utilizing our transit system to maintain a strong and current understanding of customers' experiences and of TriMet's product and service offerings.

Essential Duties

1. Independently responds to and composes various correspondence. Draft, edits, proofreads, letters, emails, reports, presentations, etc. Drafts policies, procedures and processes for management approval. Creates forms, charts, tables and spreadsheets involving data manipulation from one or multiple sources; performs intermediate-level analysis, which includes basis statistics and math. Data entry of information into spreadsheets and databases. Runs reports from spreadsheets and databases. Assists in the preparation of contracts.
2. Manages supervisor's and/or department calendar which may include complex scheduling arrangements involving multiple parties and conferences, travel, etc. Sets-up and cancels meetings based on knowledge of subject and attendees. Coordinates large scale and/or complex events and ensures that all logistics such as advertising, registration, speakers, travel arrangements, venues, catering, technology, etc. have been completed.
3. Processes accounts payables and/or receivables; resolves discrepancies. May enter, track, and maintain documentation and logs of financial transactions ensuring that charges have posted to appropriate accounts.
4. Assists with reconciliation of accounts; reviewing budget statements, investigating and resolving discrepancies and preparation of budget reports and spreadsheets. Provide support and assistance in preparing department or program budget. Maintain accounting balances for grants/contracts.
5. Provides information via phone, e- mail, mail, etc. May represent supervisor in routine/standard situations with various levels of contacts both internally and externally. Provides routine information on department or division policies, processes or procedures.
6. Prepares and maintains electronic and hard-copy files. May serve as Divisional Records Governance Liaison.

A minimum of a H.S. Diploma/G.E.D is required.

Other course work in business administration or office management is desired.,

Four (4) years of total credited experience.*

Four (4) years of experience in a responsible administrative or secretarial position are required.

Or any equivalent combination of experience and training.

*The amount of credit a candidate receives for prior years of experience is based on the relevancy of that experience to the required or preferred prerequisites of the job description. Experience is prorated based on hours worked. LRHR assigns and validates the "credited experience".