Work Content/Nature of Work:
- Mainly to support the work of individuals or teams within the department. Performs administrative duties to assist the department in accomplishing its goals.
Typically supports an individual or group of individuals within a department. Performs administrative functions in support of achieving the department's objectives.
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Job content mainly involves administration and project coordination. Offers and decides on alternatives for completing work tasks, including special infrequent tasks. Many decisions have a significant impact on the sector. Typically the incumbent is responsible for interpreting company policies and procedures and providing information to others. The job also involves handling confidential and sensitive documents.
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Work is generally varied and administrative or project oriented. Work involves developing alternatives and determining solutions for assignments, including those that may be unique and non-recurring. Many decisions have a measurable impact on the department/division. Often the incumbent will be responsible for interpreting internal policies and procedures and will be seen as a resource to others. Work may involve handling confidential and sensitive material.
< strong>Main Responsibilities/Typical Responsibilities:
- Answer department calls answer all questions raised by callers, including daily work and work that requires research and follow-up appropriate Forward calls or leave messages. Usually when the problem is not clearly stated or contains sensitive issues, it is necessary to provide multiple solutions to deal with the problem.
Answers departmental telephone line(s) provides callers with responses to all types of requests, both routine and those requiring research and follow-up directs calls to the appropriate person or takes messages. Develops alternatives to handle requests when many times the problems are not clearly identified or involve sensitive issues. Routinely responds back direct tly to the caller after performing research or follow-up.
- In most cases, directly represent the supervisor to draft various forms of daily correspondence and documents. Daily correspondence is direct to external parties, including owners, customers or senior management. Letters are usually drafted in their own name.
Composes all types of correspondence or documents, many times on behalf of the supervisor. Correspondence may be directed toward outside owners, customers or senior level executives. Typically drafts correspondence under own signature.
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- Process data through automated management systems including: expense reporting, accounts payable, payroll and personnel data processing. Follow up and sort out follow-up questions.
May process data through an automated administrative system. This may include processing items such as expense reports, accounts payable, payroll and personnel data. Performs research and follow-up necessary to solve problems encountered.
- Identify areas within the department where new administrative policies and procedures need to be added. Incumbents take the initiative to develop new policies and procedures.
May identify areas where new administrative policies and procedures may be necessary within a department. The incumbent will initiate the project to develop the new policy or procedure.
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Research investigates processes, information and services related to departmental or administrative policy, including complex issues. Research requires data from a variety of sources. Responsible for specific departmental processes and systems, responsible for investigation and analysis. Researches questions and problems regarding departmental or administrative policies, procedures, information or services, including questions, which are complex in nature. Research typically requires obtaining data from multiple sources. May have responsibility for a specific departmental process/system, w hich entails research, and analytical responsibilities.
- Reconciles departmental expenses against expense reports or operating statements identifies discrepancies. Write a variance analysis report for deviations from the previous year's and current year's budgets. Assist in developing and forecasting budget items.
Reconciles departmental expense accounts as reflected on the distribution summary or operating statement identifies discrepancies and prepares variance analyzes to explain comparisons to last year's results or the current year budget. May assist in the develop ment and forecasting of budget items.
- Scheduling appointments, meetings and travel, evaluating multiple options and deciding on a final implementation when faced with product pricing and logistical issues.
May schedule appointments and meetings or make travel arrangements for department personnel, evaluating alternatives and making decisions regarding pricing and logistical issues.
- Entering data into computer applications program. A database or spreadsheet can be created.
May perform data entry into a mainframe application. May develop databases or spreadsheets.
- Responsible for presenting information to the team.
May be responsible for presenting information to a group.
Professional knowledge and experience/Typical Knowledge and Experience:
< ul>- Comprehensive working knowledge of administrative workflow based on years of work experience.
Position requires a complete knowledge of a full range of administrative processes typically gained through extensive years of experience.
- The position requires that the incumbent can handle it flexibly and skillfully Multiple jobs to fit the position. At the same time great attention to detail.
Position requires the incumbent to be able to multi-task with agility and proficiency as the job demands, while maintaining a high level of attention to detail.
- The position requires a comprehensive grasp of the department's tasks, functions, organizational structure, policies, processes and a comprehensive understanding of the company. The incumbent should briefly answer the above-mentioned questions for others, and may speak on behalf of his supervisor or department.
Position requires complete knowledge of the mission, functions, organizational structure, policies and procedures of their department and division and a general knowledge of those pertaining to the Company. Incumbent is viewed as a resource to others concerning these areas, and may be required to speak on behalf of their Supervisor and or Department as a whole.
- Proficient knowledge of word processing software and other business software, including electronic applications and diagramming and other software. Position requires knowledge of advanced functions of a word processing package and may require a working knowledge of other business software packages, including spreadsheet and graphics packages.
Supervision Received/Supervision Received:< /strong>
- Incumbents receive less supervision, mentoring before complex projects and sensitive tasks begin and inspections after completion. Some jobs may be issued without review.
Incumbent receives minimal supervision. Instructions are received at the beginning of complex projects and sensitive assignments and the resulting work is generally reviewed at completion. Some work may be distributed w without review.
- Incumbents should make sound judgments and take responsibility for the prioritization and workflow of their work in order to get it done. Incumbents can delegate some work to others. The incumbent is responsible for handling and determining the urgency of work conflicts. The incumbent can determine some of the work priorities for the supervisor, such as identifying important issues, determining which tasks are assigned to subordinate managers, which tasks should be handled by the supervisor, and which tasks should be handled by the incumbent himself.
Incumbent is responsible for setting priorities and establishing procedures for completing responsibilities. Incumbent may delegate portions of work to others. Incumbent is responsible for resolving and determining the urgency level of conflicting priorities. Incumbent bent is responsible for prioritizing some aspects of the work for the supervisor, such as identifying critical items and ascertaining which items are to be delegated to subordinate managers, handled by the supervisor or handled by incumbent.
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