SR. ADMINISTRATIVE ASSISTANT

NHA•San Diego, CA

2d•Onsite

About The Position

Under general direction of the Vice President – Comprehensive Services and Quality Improvement (CSQI), performs a wide variety of highly responsible, complex and often sensitive and confidential office administrative and secretarial/office support functions in a major NHA section; provides responsible, para-professional administrative assistance in the analysis, implementation and monitoring of programs; may supervise the work of other office support staff; and performs related duties as assigned. DESIRED MINIMUM QUALIFICATIONS: Knowledge of: Office administration practices and procedures; Correct English usage, including spelling, grammar and punctuation; Principles and practices of sound business communication; Basic functions of public agencies; Correct English usage, including spelling, grammar and punctuation; NHA and Head Start organization, rules, policies, and procedures, relating to the administration of a NHA section; NHA’s and Unions personnel rules and regulations; Computer equipment and advanced uses of word processing, spreadsheet, graphics, database and other software; Budgeting, recordkeeping, filing and purchasing practices and procedures. Ability to: Operate a computer terminal and/or computer using word processing, spreadsheet, database and other standard business software; Take and transcribe dictation and type accurately at a speed necessary to meet the requirements of the position; Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies; Manage multiple and rapidly changing priorities; Organize, research, and maintain complex and confidential office files; Prepare clear, accurate and concise records and reports; Compose correspondence, prepare documents and make arrangements from brief instructions; Communicate clearly and effectively orally and in writing; Organize, set priorities and exercise sound independent judgment within areas of responsibility; Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies; Understand and follow written and oral instructions; Maintain sensitive and confidential information; Use a high degree of tact, discretion and diplomacy in dealing with sensitive situations and concerned and/or upset groups and individuals; Establish and maintain highly effective working relationships with NHA executives, elected and appointed officials of governmental agencies, staff, community and business leaders, the media and others encountered in the course of work. Qualifications: Education, Training and Experience:A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from high school or GED equivalent and six (6) years of increasingly responsible office administrative or secretarial experience; or an equivalent combination of training and experience; a typing certificate of at least 50 words per minute. LICENSES, CERTIFICATIONS & SPECIAL REQUIREMENTS: Must possess a valid California Driver’s License. Typing Certificate must be current and issued within the last six (6) months. Must meet and maintain State law and County licensing requirements regarding employment in a childcare center (Fingerprints, Immunizations, TB and Physical). EXAMPLES OF ESSENTIAL DUTIES: The duties listed below are intended only as illustrations of various types of work that may be performed. The omission of specific statement of duties does not exclude them from the position if the work is similar, related or a logical assignment to this position. Provides confidential secretarial and administrative support to a Vice President; types and/or drafts memoranda, correspondence, reports, contracts, agreements, presentation and overhead materials, forms, technical reports, public announcements and other documents ranging from routine to complex;Types from drafts, notes, dictation or brief oral instructions, using word processing software;Proofreads and checks typed and other materials for accuracy, completeness and compliance with NHA standards, policies and procedures;Ensures materials, reports and documents for signature are accurate and complete; develops, revises and maintains master documents;Composes correspondence, reports and informational materials;Copies and binds reports for internal and external distribution;Sends and receives faxes; Maintains the Vice President’s calendar; coordinates, arranges and confirms meetings;Arranges for meeting setup and refreshments;Attends meetings, takes notes and transcribes minutes;Screens requests for appointments;Creates and maintains event calendars;Prepares and maintains the section’s master calendar; Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity, the use of sound independent judgment and the interpretation of policies, rules and procedures;Conducts research, responds to requests for information and complaints from officials, other agencies and the public, refers the request or complaint to appropriate staff and/or takes or recommends action to resolve the issue;Reviews, determines the priority and routes incoming correspondence; Prepares technical worksheets, tables and computations;Establishes and maintains databases of information to track pending projects and budget expenditures; Researches and assembles information from a variety of sources for the preparation of records and reports;Makes arithmetic or statistical calculations;Organizes and maintains office files;Conducts special studies and recommends organizational, procedural or other changes to achieve greater productivity and/or to comply with new NHA requirements; Analyzes data/dashboards across Head Start educational platforms to ensure program accountability;Prepares travel and training requests;Makes and confirms travel and other arrangements for conferences and business trips;Types itineraries, compiles expense reports and prepares post-travel memoranda; Attends to a variety of office administrative details;Establishes and maintains confidential, subject, project, tickler and specialized files;Orders supplies;Distributes informational materials and keeps reference documents up to date; Provides administrative and secretarial support for professional association affiliations of NHA executives; Participates in the development and implementation of section policies and procedure; Prepares or reviews and tracks confidential employee reports, including performance planning appraisal reports, leave requests and disciplinary actions; Assists the executive in preparation of annual budget request documents; tracks expenditures against budget;Processes purchase orders and pay requests; Assists and provides backup to administrative support staff; Serves on committees and task forces for special projects; Makes and confirms travel arrangements; Types itineraries, requests travel advances and compiles expense reports.

Requirements

Knowledge of office administration practices and procedures
Knowledge of correct English usage, including spelling, grammar and punctuation
Knowledge of principles and practices of sound business communication
Knowledge of basic functions of public agencies
Knowledge of NHA and Head Start organization, rules, policies, and procedures, relating to the administration of a NHA section
Knowledge of NHA’s and Unions personnel rules and regulations
Knowledge of computer equipment and advanced uses of word processing, spreadsheet, graphics, database and other software
Knowledge of budgeting, recordkeeping, filing and purchasing practices and procedures
Ability to operate a computer terminal and/or computer using word processing, spreadsheet, database and other standard business software
Ability to take and transcribe dictation and type accurately at a speed necessary to meet the requirements of the position
Ability to interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies
Ability to manage multiple and rapidly changing priorities
Ability to organize, research, and maintain complex and confidential office files
Ability to prepare clear, accurate and concise records and reports
Ability to compose correspondence, prepare documents and make arrangements from brief instructions
Ability to communicate clearly and effectively orally and in writing
Ability to organize, set priorities and exercise sound independent judgment within areas of responsibility
Ability to interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies
Ability to understand and follow written and oral instructions
Ability to maintain sensitive and confidential information
Ability to use a high degree of tact, discretion and diplomacy in dealing with sensitive situations and concerned and/or upset groups and individuals
Ability to establish and maintain highly effective working relationships with NHA executives, elected and appointed officials of governmental agencies, staff, community and business leaders, the media and others encountered in the course of work
Graduation from high school or GED equivalent and six (6) years of increasingly responsible office administrative or secretarial experience; or an equivalent combination of training and experience
Typing certificate of at least 50 words per minute
Must possess a valid California Driver’s License
Typing Certificate must be current and issued within the last six (6) months
Must meet and maintain State law and County licensing requirements regarding employment in a childcare center (Fingerprints, Immunizations, TB and Physical)

Responsibilities

Provides confidential secretarial and administrative support to a Vice President
Types and/or drafts memoranda, correspondence, reports, contracts, agreements, presentation and overhead materials, forms, technical reports, public announcements and other documents ranging from routine to complex
Types from drafts, notes, dictation or brief oral instructions, using word processing software
Proofreads and checks typed and other materials for accuracy, completeness and compliance with NHA standards, policies and procedures
Ensures materials, reports and documents for signature are accurate and complete
Develops, revises and maintains master documents
Composes correspondence, reports and informational materials
Copies and binds reports for internal and external distribution
Sends and receives faxes
Maintains the Vice President’s calendar
Coordinates, arranges and confirms meetings
Arranges for meeting setup and refreshments
Attends meetings, takes notes and transcribes minutes
Screens requests for appointments
Creates and maintains event calendars
Prepares and maintains the section’s master calendar
Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity, the use of sound independent judgment and the interpretation of policies, rules and procedures
Conducts research, responds to requests for information and complaints from officials, other agencies and the public, refers the request or complaint to appropriate staff and/or takes or recommends action to resolve the issue
Reviews, determines the priority and routes incoming correspondence
Prepares technical worksheets, tables and computations
Establishes and maintains databases of information to track pending projects and budget expenditures
Researches and assembles information from a variety of sources for the preparation of records and reports
Makes arithmetic or statistical calculations
Organizes and maintains office files
Conducts special studies and recommends organizational, procedural or other changes to achieve greater productivity and/or to comply with new NHA requirements
Analyzes data/dashboards across Head Start educational platforms to ensure program accountability
Prepares travel and training requests
Makes and confirms travel and other arrangements for conferences and business trips
Types itineraries, compiles expense reports and prepares post-travel memoranda
Attends to a variety of office administrative details
Establishes and maintains confidential, subject, project, tickler and specialized files
Orders supplies
Distributes informational materials and keeps reference documents up to date
Provides administrative and secretarial support for professional association affiliations of NHA executives
Participates in the development and implementation of section policies and procedure
Prepares or reviews and tracks confidential employee reports, including performance planning appraisal reports, leave requests and disciplinary actions
Assists the executive in preparation of annual budget request documents
Tracks expenditures against budget
Processes purchase orders and pay requests
Assists and provides backup to administrative support staff
Serves on committees and task forces for special projects
Makes and confirms travel arrangements
Types itineraries, requests travel advances and compiles expense reports