Job Summary:
Provides shared administrative and operational support across designated business functions. Supports budget preparation and expense tracking and coordinates purchasing, contracts, and records to support efficient operations and responsive service. Protects confidential information, follows established procedures, and refers specialized matters and approval decisions to authorized staff.
Supervisory Responsibilities:
Essential Duties/Responsibilities:
- Coordinates daily administrative requests and priorities with functional leaders, referring competing demands to the manager for resolution. Prepares correspondence, reports, and spreadsheets; monitors assignments and deadlines and follows up to keep work on schedule.
- Maintains accurate electronic and physical files, personnel records, shared workspaces, departmental resources, and tracking systems in accordance with established records-retention, confidentiality, and access procedures.
- Assists with annual budget development and forecasting by compiling spending history and anticipated needs; monitors expenditures and commitments, processes invoices and approved expenses, and flags spending trends and potential funding concerns for functional leaders.
- Coordinates purchases and vendors, resolves routine transaction questions, and initiates service agreements for required review and approval. Tracks contract commitments, renewals, expirations, and deadlines and alerts responsible leaders to upcoming decisions and actions.
- Processes expense transactions and administers expense reports.
- Assists with administrative recruitment activities, including coordinating interviews, preparing related documentation, and providing administrative support throughout the hiring process.
- Coordinates inventory and distribution of departmental supplies and materials for activities such as training, engagement, and events.
- Supports employee-led committees and assigned programs and projects by tracking approved budgets, purchases, and payments.
- Responds to employees, internal departments, community members, and vendors; completes authorized employment verifications and other routine administrative requests accurately and promptly and directs specialized matters to appropriate staff.
- Responsible for improving administrative process improvements across designated business functions.
- Performs other related duties as assigned.
Required Skills/Abilities:
- Knowledge of administrative practices, HR documentation, confidential personnel records management, records-retention and access requirements, purchasing, invoice processing, budget preparation and monitoring, contract tracking, and vendor coordination.
- Strong organizational, time-management, and customer-service skills, with close attention to detail.
- Ability to coordinate multiple priorities, deadlines, and requests across designated business functions; clarify service needs and communicate competing demands to the manager for resolution.
- Ability to safeguard confidential and sensitive employee information, exercise sound judgment, follow established authorization and disclosure procedures, and recognize matters requiring referral to appropriate authorized staff.
- Strong written, verbal, and interpersonal communication skills and the ability to establish effective working relationships with employees, leadership, vendors, community members, and other stakeholders.
- Ability to prepare accurate correspondence, reports, spreadsheets, and tracking tools; review spending and administrative information, identify discrepancies or trends, and communicate matters requiring attention.
- Ability to work independently, anticipate administrative needs, follow through on assignments, and appropriately escalate matters requiring additional attention.
- Ability to identify opportunities to improve administrative processes and operating efficiency.
- Proficiency with Microsoft 365 and other applicable business systems.
Education and Experience:
- Associate degree in Business Administration, Human Resources, Accounting, Communications, Office Administration, or a related field.
- Three years of progressively responsible experience in administrative support or administrative coordination. Proficiency in Microsoft 365, including a working knowledge of PowerPoint, Teams, and SharePoint, is required.
- An equivalent combination of education, training, and relevant experience may be considered.
Physical Requirements:
- Office work environment. Prolonged periods of sitting at a desk and working on a computer.
- Must be able to lift up to 15 lbs.
EMPLOYER’S RIGHTS: This job description is general and illustrative of the kind of duties required of this position. It is not exhaustive and does not contain a detailed description of all the duties that may be assigned to the incumbent occupying this position.
GRADE 406 $23.29 – $30.68 – $38.07 Hourly Non-Exempt
