Administrative Executive Assistant
2 weeks ago
Position Overview:
This role is integral to the smooth operation of the Department of Public Works and Transportation, providing essential administrative support to the department head.
Key Responsibilities:
- Manage and maintain a variety of complex and confidential files and records.
- Take dictation and transcribe documents, including correspondence, reports, and policy statements.
- Classify and distribute incoming communications, ensuring appropriate follow-up.
- Oversee the work of clerical staff, ensuring efficient workflow and productivity.
- Perform data entry and retrieval tasks using office technology.
- Act as an administrative aide, gathering and interpreting information for departmental decision-making.
- Respond to inquiries from constituents and provide assistance as needed.
- Communicate policies and instructions to staff and the public, ensuring clarity and understanding.
- Investigate and resolve complaints and requests in a timely manner.
- Research information necessary for reports and correspondence, maintaining confidentiality as required.
- Maintain the department head's calendar, scheduling appointments and making travel arrangements.
- Screen and prioritize incoming calls and correspondence.
- Coordinate special events and meetings, preparing necessary materials and taking minutes.
Additional Duties:
- Prepare contracts and documents for approval.
- Provide administrative support to various departmental initiatives.
- Perform other related duties as assigned.
Qualifications:
Applicants should possess a high school diploma or equivalent, along with five years of relevant experience in typing, word processing, or secretarial roles. Additional education may substitute for experience on a year-for-year basis.
Knowledge, Skills, and Abilities:
- Thorough understanding of modern office practices and procedures.
- Proficient in spelling, grammar, and arithmetic.
- Skilled in using automated office systems and equipment.
- Strong organizational and communication skills.
- Able to maintain confidentiality and manage sensitive information.
This position requires a proactive individual who can effectively manage multiple tasks and maintain a high level of professionalism.
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