Position Summary:

The Department Assistant is responsible for a variety of clerical and administrative support services essential to the daily operations of the department. Participates in special projects and initiatives. Manages assigned projects. Maintains databases and reports.

Major Responsibilities:

• Under the direction of the department management, coordinates a variety of administrative assignments. Ensures timely processing and documentation for various administrative programs.
• Maintains databases and spreadsheets to capture information for various assignments and reporting purposes. Reconciles data to ensure accuracy and completeness. Researches and resolves all data gaps.
• Provides administrative support for the department and for projects which may include arranging meetings and conferences, producing a variety of correspondence and reports, and related clerical support duties including, but limited to, receiving phone calls and messages, ordering, copying, filing, faxing, and opening, sorting and distributing department mail.
• May serve as subject matter expert for the department policies and procedures.
• Ensures adequate inventory of office supplies and basic maintenance of office equipment. Coordinates the timely repair of office equipment and ensures timely service is performed. Ensures basic set up and maintenance of office personal computers and associate equipment.
• May assist with orientation of new members of the department.

All responsibilities are essential job functions.

Position Qualifications:

License/Certification/Education:

Required:

• High school degree or equivalent

Preferred:

• Associate degree

Experience/Skills:

Required:

• Minimum two (2) years of related department administration experience
• Strong written and verbal communication skills
• Demonstrated analytical, problem solving, and documentation skills
• Previous experience with database software
• Ability to use standard computer software packages and applications

Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements.

Department-specific competencies and their measurements will be developed and maintained in the individual departments. The competencies will be maintained and attached to the departmental job description. Responsible managers will review competencies with position incumbents