Administrative Assistant, Senior

Responsible for providing confidential secretarial administrative and clerical support to management. The incumbent is also responsible for providing general administrative assistance to the entire department staff. Uses independent judgement in carrying out responsibilities and takes initiative to handle routine and semi-routine matters. Also processes correspondence by use of a word processing system. Composes routine correspondence on behalf of the Executive. May include graphics and require scanning images.

What You Will Do:

• Screens telephone calls takes clear and complete messages and directs calls to the appropriate individual. Where appropriate directly handles routine and semi-routine matters on behalf of the Executive.
• Opens sorts and distributes departmental mail. Organizes the Executives mail.
• Keeps track of the Executives schedule.
• Maintains ABS capital equipment computer budgets and track purchases made against budgets.
• Handles processing of vendor invoices in a timely manner.
• Maintains departmental salary budget and interface with Human Resources in the process of payroll changes.
• Performs non-routine clerical tasks with little supervision.
• Sets up and maintains files in a timely and organized manner.
• Makes travel arrangements (including complex international travel) as necessary.
• Makes important social arrangements for entertaining clients and other outside business guests.
• Provides work direction instruction and mentoring to junior level support staff.
• Serves in an administrative capacity on department project teams as necessary.
• Secures and arranges for setting up of meeting rooms for department meetings ore events.
• Ensures office supply inventory for the department is maintained.
• Ensures time sheets are entered into the accounting system on a weekly basis.
• Processes expense reports. Generates and/or processes other reports as necessary.
• Set up projects utilizing spreadsheet software and/or database systems.
• Keeps abreast of PC business applications by maintaining contact with other administrative assistants and members of Information Management Services.
• Performs other tasks or participate in special projects as assigned.

What You Will Need:

Education and Experience

• High School Diploma or equivalent.
• Requires a minimum of 5 years previous administrative office experience or a combination of education and experience.

Knowledge Skills and Abilities

• Ability to develop a working knowledge of ABS Rules Guides statutory regulations and related instructions as well as the ABS Employee Safety Policy.
• Advanced level skills in the use of office equipment (adding machines copiers fax machines etc.).
• Advanced level skills in office automation software (some of which may include spreadsheets word processing presentation mail/calendar/scheduler programs). Aptitude to learn additional programs as required.
• Excellent oral and written communication skills and arithmetic skills.
• Advanced level clerical and general office skills.
• Ability to handle routine and non-routine business matters in the absence of or on behalf of the Executive.
• Ability to simultaneously handle multiple assignments and prioritize workload accordingly.
• Demonstrated ability to interface with levels of personnel.
• Obtain a working knowledge of the ABS Health Safety Quality and Environmental Management Systems.