Manager Office Administration Manager San Diego Administrative MSC

4 weeks ago

San Diego, United States Disability Solutions Full time
Position Purpose:

The Administrative Assistant performs administrative/ secretarial work, filing, taking phone calls, scheduling appointments making travel

arrangements to support the administrative contract. This position also provides support to executive staff by providing office management and

budgeting skills, personnel records management and payroll administration. May also work independently on research projects as well as preparing

briefs, charts and other presentation materials.

Primary Duties:

• Develops, implements and maintains processes and activities to assure an efficient, effective, compliant and responsive organization within a fastpaced environment

• Oversees multiple department operations for location, Training Center West, CSU West Pool, and CSU West Medical.

• Corresponds with Government Personnel for departments regarding small issues.

• Creates/coordinates schedules and disseminates information to staff under supervision.

• Communicates daily with Senior Management to ensure transparency regarding operations and customer relations.

• Assists Senior Management with reports and deliverables pertaining to the aforementioned departments.

• Notes department deficiencies, areas for improvement, and assists Senior Management in

• Refers to Senior Management for larger issues and changes that need Government/COR and Management intervention.

• Ensures workload for staff is completed and reported effectively on the monthly Quality Control Report.

• Maintains records, files and other organizational data

• Develops and generates routine reports

• Answers and addresses calls received in office environment.

• Coordinates meetings and presentations as assigned

• Completes word-processing, formatting, filing, and scheduling

• Performs duties such as meetings with employees; drafts and manages correspondence; answers phone; plans tasks and timelines; records and

mailings; conducts research and works on special projects

• Ensures optimal clerical and administrative functions, timely preparation of internal and external reports

• Implements and organizes records management processes and procedures

• Coordinates with organizational functions of administrative support team

• Monitors and maintains supplies within budgetary parameters. Completes special order requests

• Duties and assignments can be located at any building based on job requirements. Must be able to float as needed or backfill positions as requested.

• Must be able to obtain access to military installation and work onsite during required work hours

• Other duties as assigned.

Qualifications/Skills Knowledge & Abilities:

Education:

• High school diploma or GED equivalent required. Advanced degree in business or related field preferred.

Experience:

• Minimum of two years' experience in administrative/office setting

• Must have knowledge of office procedures and compliance requirements.

• Familiar with disability services a plus

• Proficient in Microsoft Office suite

Certifications: Secret Security Clearance or ability to obtain one required

Skills Knowledge & Abilities:

• Skilled in prioritizing tasks to ensure projects are successfully completed within established deadlines

• Skilled in proactively resolving issues with strong decision-making capacity

• Skilled in coordinating organizational functions of the administrative support team

• Skilled in MS Office suite and other software products

• Skilled in verbal and written communication

• Skilled in editing skills with exceptional attention to detail

• Ability to work independently

• Ability to communicate effectively

• Ability to delegate tasks and exercise effective time management

• Ability to handle confidential information with discretion

• Ability to multi-task in a fast-paced environment and adapt quickly to changing priorities

Competencies:

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.

• Attention to Detail: Double checks the accuracy of information and work product to provide accurate and consistent work in a usable form

to others who need to act on it. As well as ensuring accuracy and standards are met by the team.

• Communication: Ability to use tact and diplomacy to maintain harmonious relationships with all stakeholders in various modalities

including person-to-person, email and other written formats and on the telephone.

• Customer Focus: Knowing the (internal and external) customer business needs and acting accordingly, anticipating customer needs, and

giving high priority to customer satisfaction and customer service.

• Collaboration: Working as a productive member of a cohesive group toward a common goal and contributing to team development and

effective team dynamics.

• Knowledge: Having a solid knowledge base on office work and routines use of technology to achieve goals.

• Caring: Works beyond the minimum job requirements and does whatever is necessary to get the job done.

• Professionalism: Thinks carefully about the likely effects on others of one's words, actions, appearance, and mode of behavior.

• Quality: Produces results or provides service that meets or exceeds company standards.

• Confidentiality: Respecting and adhering to ethical principles regarding data production and confidentiality regarding information obtained

as part of the position functions.

• Computer Literacy: Using computers effectively and efficiently in the working environment.

• Adaptability: Maintaining effectiveness in reaching set goals by adapting to changing circumstances, tasks, responsibilities and people.

• Initiative: Does more than is required or expected in the job.

• Accountability: the ability to be responsible for the consequences of one's own actions and the actions and decisions of the team.

• Reliability: Completes all assigned tasks on time and with minimal supervision.

VersAbility Resources is an Equal Employment Opportunity/Affirmative Action employer:

EOE/M/F/Disability/Ve

JOB CODE: Office Manager San Diego

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