Specialist Administrative

5 days ago

Silverdale, United States Kaiser Permanente Full time

Job Summary:

Provide advanced administrative support, using Microsoft Office software to prepare correspondence, spreadsheets, reports and presentation material. Maintain staff calendars and department files. Review and handle mail; answer telephones. Participate in budgeting process. Handle confidential material.

Essential Responsibilities:

* Proofreads documents for typographical, spelling and content errors.
* Maintains established databases, generates routine reports from such data. May create spreadsheets/graphs using departmental information.
* May track/monitor budgets, post data to ledgers. Reconciles invoices and resolves discrepancies.
* Collects data with direction, formats ad hoc reports and produces variance reports.
* Operates a variety of office equipment.
* May place order for supplies and office equipment.
* Uses a variety of word processing software to type letters, reports, and presentation materials.
* May compose correspondence on own initiative for supervisors review and some without review. May include confidential information.
* May perform desktop publishing.
* Maintains calendars, arranges appointments, meetings and travel itineraries.
* Answers telephone inquiries, takes and relays messages and greets visitors.
* Screens telephone calls/visitors, refers to appropriate staff member.
* Explains departmental policies and procedures in response to inquiries.
* May provide information to top level management, Board Members and external customers or stakeholders.
* Establishes/maintains complex departmental filing system including confidential departmental files and records.
* Sorts and routes department mail. Reviews/screens managers mail, researches issues and provides recommendations.
* Coordinates and organizes departmental projects, some without direction, schedules complex meetings and prepares materials such as agendas, timelines, reports and presentations.
* Takes and produces minutes for managers review.
* May provide training and direction to other non-exempt personnel on a routine ongoing basis.

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