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SENIOR ADMINISTRATIVE ASSISTANT

2 months ago

Allentown, Pennsylvania, United States COUNTY OF LEHIGH PENNSYLVANIA Full time
GENERAL OVERVIEW:

The Senior Administrative Assistant plays a crucial role in providing comprehensive administrative and organizational support to high-ranking officials within the County of Lehigh, Pennsylvania. This position is essential for ensuring the smooth operation of executive functions and the effective management of judicial responsibilities. The incumbent will be responsible for traditional administrative tasks while also contributing to the strategic organization and execution of various management functions. This role demands a high level of responsibility and accountability, reporting directly to elected officials or judicial authorities.

KEY RESPONSIBILITIES:

- **Efficiency Evaluation:** Assess and enhance the effectiveness of current office procedures and workflows; implement improvements in processing and work order to optimize productivity.

- **Calendar Management:** Maintain the executive's calendar, coordinating appointments and meetings; proactively remind the executive of commitments and ensure efficient scheduling of conferences.

- **Communication Liaison:** Manage incoming correspondence, prioritizing and summarizing materials for review; serve as the primary point of contact for visitors and callers, providing necessary information and referrals.

- **Documentation Preparation:** Draft and proofread various documents including reports, agreements, and correspondence; maintain organized office files and documentation systems.

- **Meeting Coordination:** Organize meetings by preparing agendas, arranging venues, and taking detailed notes; distribute minutes and follow up on action items as necessary.

- **Team Oversight:** May supervise clerical staff, ensuring the efficient completion of office tasks and adherence to procedural standards.

ESSENTIAL QUALIFICATIONS:
  • Thorough understanding of records management and documentation processes within governmental or judicial environments.
  • Proficient in English grammar, spelling, and punctuation, with strong clerical processing skills.
  • Expertise in administrative methods for managing meetings and workflows effectively.
  • Strong interpersonal skills for engaging with a diverse range of stakeholders.
  • Proficient in operating office technology and software, including word processing and spreadsheet applications.
EDUCATIONAL AND EXPERIENCE REQUIREMENTS:
  • High School Diploma or GED.
  • A minimum of five years of clerical experience in a governmental or judicial context, with at least three years in a secretarial capacity at a full performance level.
  • Bilingual in Spanish is preferred.
  • Equivalent combinations of education and experience will be considered.