Job Summary:
The Administrative Associate and Administrative Senior provide essential administrative support to the department. The Administrative Associate will perform general clerical and administrative duties, utilizing fundamental concepts and established procedures. The Administrative Senior, under limited supervision, will handle more advanced administrative tasks, supporting department staff and managing office operations independently. Both roles require attention to detail, organizational skills, and the ability to communicate effectively.
Key Responsibilities:
- Perform clerical duties such as filing, data entry, document preparation, and handling communications (emails, phone calls, correspondence).
- Assist in scheduling meetings, managing calendars, and organizing events for the team.
- Conduct research and gather data to support department needs.
- Maintain and organize office supplies and records, ensuring the smooth operation of daily office tasks.
- Prepare reports, presentations, and documentation for meetings.
- Assist with managing confidential information and routine inquiries.
- For the Administrative Senior role:
- Perform advanced administrative tasks such as creating reports, managing departmental records, and providing direct support to senior staff.
- Coordinate schedules and manage more complex organizational tasks, often working independently.
- Provide guidance and training to junior staff members when needed.
- Liaise with external vendors and internal departments for operational support.
Minimum Qualifications:
Administrative Associate:
- Graduation from an accredited high school or equivalent (GED).
- At least one year of clerical or secretarial experience.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
Administrative Senior:
- Graduation from an accredited high school or equivalent (GED).
- At least five years of experience in a field related to the job.
- Advanced skills in office management software (Microsoft Office Suite, scheduling software, etc.).
Skills and Competencies:
- Strong organizational and multitasking abilities.
- Excellent verbal and written communication skills.
- Ability to manage time efficiently and work collaboratively.
- Attention to detail and problem-solving skills.
- Ability to handle confidential information with discretion.
Preferred Qualifications (for both roles):
- Experience in a public sector or government office.
- Familiarity with office management procedures and protocols.
- For the Administrative Senior role, experience in a leadership or senior administrative role is highly desirable.
Working Conditions:
Both positions are primarily office-based with regular working hours. The Administrative Senior role may require occasional overtime during peak periods.