Senior Management Administrative Assistant I

Reporting directly to senior management, provides administrative and analytical support, conducts scheduling duties, serves as a liaison to the director, and oversees special projects related to the activities and operations of an assigned department; all with a high level of professionalism and in a manner that reflects positively on the organization.

This is an advanced journey level administrative support classification. Employees in this role work independently within a broad framework of policies and procedures. This job requires extensive staff, public, and organization contact requiring a high degree of tact, diplomacy, confidentiality, and independent judgment.

• Provides administrative, analytical, and technical support to assigned department/director. Researches, drafts, and prepares various written materials including correspondence, memoranda, draft and final versions of departmental directives or procedures, and reports.
• Prepares and maintains calendars, including the scheduling of appointments and meetings; coordinates meeting room and material set-up, including audio-visual and catering requirements; negotiates contracts for outside facilities.
• Enhances department efficiency through consistently informing management of changes to SMUD policies, regulations and programs; prepares and ensures accuracy of departmental administrative and analytical information in report and/or presentation format to ensure the information is accurate and appropriate for the intended audience.
• Provides support in budget preparation and administration to ensure the department operates within budget and complies with SMUD policies, procedures and quality standards.
• Works with other department staff in developing and forecasting unit requirements for services; arranges and coordinators delivery of services; monitors service level agreements; serves as departmental representative to support unit projects; explains complicated or unusual issues to management.
• Coordinates and participates in the timely completion of analytical and administrative tasks and activities to ensure efficient department organization and function and responsiveness to SMUD and external policies, regulations and requests for information.
• Supports the overall achievement and completion of department projects; assists in planning, reviewing and conducting work activities and researching required project information associated with department internal/external projects in accordance with established task objectives and schedule as outlined in the project plan/contract.
• Assists the department director in preparing and administering department action plans, business plans, short- and long-term goal statements, correspondences, reports, and performance targets and metrics.
• Performs other related duties as needed to include working outside of typical business hours when necessary.
  
  

• High school diploma or equivalent

• At least one (1+) year of experience in an administrative position performing complex administrative work, including interpreting and communicating rules and regulations, report writing, and research and analysis in a collaborative team environment. Bachelor's degree in business administration, communication or related field may substitute for one year of experience.

Fundamentals and practices of administrative and/or technical functions to which assigned, and of intermediate analytical research and project coordination; Modern office equipment, methods, procedures, and computer hardware and software; Techniques and fundamentals of effective interpersonal communication; Fundamentals and methods of business letter and report writing; General functions and objectives of municipal government; Research methods and techniques; Computer software, including word processing, data base, spreadsheet and accounting applications.

Handle confidential information appropriately, identify sensitive issues and exercise diplomacy and tact; Collaborate and communicate effectively, tactfully and clearly in writing and verbally; Perform a wide range of highly responsible and complex administrative support functions with speed and accuracy; Conduct detailed and thorough research utilizing a variety resources; Interpret and apply policies, procedures, standards, and requirements; Read and understand complex and/or technical data; Compile and prepare technical, statistical, and/or analytical reports and presentations; Assess problems, situations or documents and make recommendations for resolution; Interpret, clarify, understand, and assess verbal/written information and ideas; Work cooperatively with diverse personalities in a team-oriented environment; Utilize applicable hardware, software and business office equipment.

• Over five (5+) years' experience in performing complex administrative work.
• Highly skilled using and troubleshooting Microsoft programs, including Outlook, Word, Excel, PowerPoint and SharePoint.
• Associate degree in Business, Communications, or related field, or comparable work experience.
• Personal interest in environmental, safety, or real estate work.