Administrative Assistant

Primary Purpose:

Assist the Chief Communications Officer with daily tasks including general recordkeeping, budget, calendaring, meeting preparation and event support.

Qualifications:

Education/Certification:

• High school diploma or GED certificate, some college preferred and/or specialized training

Special Knowledge/Skills:

• Proficient in the use of the English language, both oral and written
• Proficient organizational, communication and interpersonal skills
• Specialized training in software applications used by the division
• Ability to type and keyboard by touch a minimum of 60 words per minute
• Ability to operate calculator, personal computer, and other office equipment as required
• Ability to work with numbers in an accurate and rapid manner
• Ability to maintain accurate and auditable records
• Outstanding customer service mindset and practices

Experience:

• Four years related experience
• Knowledge of HCDE purchasing policies and procedures

Major Responsibilities and Duties:

• Prepare and maintain a variety of databases/spreadsheets for Chief Communications Officer projects and activities.
• Assist in planning and preparing the Chief Communications Officer Division annual budget.
• Monitor Communications, Technology and Marketing division budgets; prepare and input budget amendments as needed and approved by Chief Communications Officer.
• Reconcile monthly/annual budget reports and pcards.
• Coordinate communication among Business Services, Purchasing and Chief Communications Officer and reporting division personnel regarding budget items, reports and timelines.
• Prepare and input payment authorizations, purchase orders in the financial software, travel and mileage reimbursements in the Travel Management System (TMS).
• Process Requests to Attend and associated travel reimbursement documentation and forms
• Process procurement card transactions in a timely manner.
• Assist the Chief Communications with travel arrangements and reimbursements, weekly ad hoc financial reporting and planning and scheduling.
• Assist Communications and Marketing divisions with event support as needed
• Assist with inventory records for the division.
• Maintain confidentiality of information.
• Conduct special projects as requested by the Chief Communications Officer
• Maintain good public relations with Department personnel, clients and the public.
• Maintain a warm personality, positive attitude and neat appearance.
• Perform other duties as assigned.