Administrative Assistant IV

Location: Woodland Hills, California
Posted On: 5/2/2017
Job Code: KAISJP00091500
Job Description
Work Location: Woodland Hills, CA 91367
Job Title: Administrative Assistant IV
Duration: 6 Months (high likelihood of being brought on full time)

Job Summary
•Performs advanced, highly responsible, professional secretarial and administrative services for manager, following established procedures and guidelines or brief instructions. Requires knowledge of the unit's operating policies, procedures and protocols.
•Deals with sensitive departmental and organizational matters. Works independently and relieves manager of routine administrative detail.
•The position is expected to exercise latitude and some judgment to perform job responsibilities and resolve problems within established procedures and guidelines.
Major Responsibilities/Essential Functions
•Greets callers and visitors.
•Answers questions and provides information on department policies, procedures and protocols.
•Handles complaints from members and the public, referring the complaint to appropriate staff and/or takes or recommends action to resolve the issue
•Takes care of matters that do not require the manager's attention and that fall within department practices, protocols and established policy
•Refers substantive questions requiring content knowledge to others.
•May handle emergency situations in the manager's absence following established protocols and guidelines.
•Relieves manager of routine administrative detail.
•Keeps manager apprised of important/relevant matters.
•Serves as liaison between manager and his/her direct reports and others within and across the organization unit to receive and disseminate information.
•Maintains manager's calendar and serves as focal point for scheduling and coordinating manager's time.
•Schedules meetings and makes commitments of manager's time based on personal knowledge of manager's workload and current issues of importance.
•Briefs manager on matters to be considered before meetings and appointments.
•Coordinates administrative and logistical arrangements for conference rooms, conference calls, and other meeting events.
•Distributes meeting notice and agenda.
•Arranges for teleconferencing equipment and other equipment needs and catering services.
•Gathers and assembles files, documents and other information necessary for meetings.
•May attend meetings to record minutes, track agenda, decisions, and action items.
•Reviews manager's mail.
•Identifies required action and due dates.
•Researches issues and attaches supporting documentation to assist manager and/or refers mail to appropriate staff member.
•May personally handle routine action items/requests for information following established guidelines and standard protocols.
•Independently handles travel arrangements.

Top 3-5 Daily Responsibilities:
•Coordinates administrative and logistical arrangements within the department
•Completes routine and special projects and reports, including designing graphic presentation.
•Relieves manager of routine administrative detail.

Top 3-5 Required Skills:
•Proficient in MS Word, MS Excel, PowerPoint with the ability to demonstrate a work processing speed of 45.
•Proficient in agenda preparation, minute taking, correspondence development, and desktop publishing.
•Ability to organize and maintain documents and files used within the department.

Desired Skills:
•Ability to take direction
•Strong customer service skills
•Advanced writing, reading, and arithmetic skills

Additional Job Details
•Relieves manager of routine department budget tracking following standard guidelines and protocols.
•Processes purchase orders and invoice requests.
•Tracks, monitors and produces budgetary reports
•Reconciles invoices and resolves discrepancies.
•Orders office supplies and arranges for equipment repair.
•May assist with administering department budgets.
•Drafts standard/recurring correspondence on own initiative following standard office protocols for manager's review/signature.
•Reviews documents and materials prepared by others for manager's signature to assure consistency with procedural guidelines, format/style, spelling, punctuation and grammar.
•May compose non-routine replies for manager review as directed.
•Sets up, or assists with, special/large on-site and off-site conferences and receptions requiring planning and arranging travel and hotel accommodations, speakers and catering services.
•May attend conference to provide on-site coordination throughout event.
•May provide administrative support and coordination of projects with others outside the department.
•May provide training and orientation and lead direction to non-exempt staff on day-to-day activities including overseeing workflow and answering procedural questions
•Performs other related duties following standard office routine, practices and procedures or instructions.
Category:Non-IT  code:new
Job Requirements
Java, MS Excel, Training, MS Word, J2ME, Direct3D

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Contact Details
Michele Silver