Provide advanced administrative support accurately and independently to management and department staff. Perform all administrative functions such as handling correspondences, memos, time reporting, payroll, and scheduling meetings. Prepare reports, budgets, and administrative forms. Maintain employee files and prepare employees' travel business expense request/report. Prepare agenda item packages going to the commission. Maintain American Express procurement card statements. Collaborate and back-up other administrative staff. Process invoice payments and approvals.
Primary Functions:
Coordinate the development of commission agenda items (i.e. write/review [review proper standards, grammatical style, structure, requirements, and format], ensure all supporting documentation is attached, meet submission deadlines);
Backup administrative assistants and executive assistants when out of the office (i.e. payroll, office supplies, route incoming mail);
Assist in the development of the annual operating budget with the budget team and accounting;
Compile, create, prepare, or review reports and records (i.e. meeting minutes, memos, business expense requests/reports, employee change notices, performance improvement plans, work orders, and HR requisitions);
Review, reallocate, and reconcile procurement card charges;
Complete, process, review, and finalize payroll-related activities (i.e. time entry, correct errors, time balances, mileage, reimbursements, calculate out-of-class pay, and prepare for approval);
Maintain hard-copy and electronic office files (i.e. employee files, timesheets, business expense reports, employee change notices, procurement card envelopes);
Schedule meetings, manage contacts, and coordinate major department functions;
Distribute mail;
Generate and/or edit PowerPoint presentations;
Review budget information for multiple business units and follow up on required corrections;
Verify, prepare, and approve vendor invoices in Tungsten Network;
Order and maintain office supply inventory;
Compile, verify, and enter requisitions across systems. Generate and process requisitions for the purchase of department tools and materials. Provide support for purchasing activities involving RFPs, bid proposals, and contract renewals;
Enter FootPrints tickets for equipment, software, new hires, system access, and security access;
Provide training to administrative assistants and business unit staff on systems, processes, and procedures;