Administrative Assistant

Acro Service Corp; Tempe (AZ); On-site; USD 42,000 - 52,000; Full time

Job summary

Acro Service Corp in Tempe, AZ is seeking an experienced administrative professional to support an executive and the work unit head. You will manage calendars, research travel options, coordinate meetings, and handle confidential information with discretion.

You will draft correspondence, prepare reports, supervise a small clerical team, and ensure smooth HR/PRISM processes. Strong MS Office and data analysis skills are essential for success in this 7-month contract.

Qualifications

• Experience supporting executives with calendar and travel coordination.
• Proficient in Microsoft Office and data handling.
• Ability to manage confidential information and maintain discretion.
• Strong written and verbal communication skills.
• Supervisory experience and ability to lead clerical staff.
• Familiarity with HR processes and payroll concepts.

Responsibilities

• Manages supervisor's calendar and schedules meetings with internal/external parties.
• Coordinates domestic and international travel arrangements and venues.
• Prepares routine reports and statistics and handles non-routine correspondence.
• Acts as liaison between supervisor and HR; supports payroll-related tasks.
• Develops filing systems, databases, and publishes complex spreadsheets.
• Ensures confidentiality and compliance with policies in operations.

Skills

Calendar management

Travel coordination

Meeting scheduling

MS Office

PRISM experience

Data analysis

Confidentiality

Communication skills

Supervisory experience

Administrative support

Budget knowledge

Tools

PRISM

Job description

Location: Tempe, AZ 85282

Duration: 07 months Contract on W2 (Possible extension)

Position Description:

• Manages supervisor`s calendar, researches and negotiates with hotels, etc., makes complex scheduling arrangements involving multiple parties, independently makes and cancels meetings depending on the subject and attendees, determines what confidential information can be disseminated and to whom, arranges for special room or equipment needs and/or multiple locations & individuals, coordinates domestic and foreign travel arrangements for executive/work unit head, unit personnel and visitors; participates in the planning and coordination of national and international meetings.
• Independently composes original correspondence for the executive/work unit head`s review and signature, coordinates data collection and provides information to others, explains policies of the functional area.
• Performs/supervises several administrative functions, manages a small work unit, analyzes short-term administrative needs of the unit, notifies relevant individuals of work progress and inquires as to its status.
• Develops filing systems, internal mailing processes and procedures; prepares non-routine responses to correspondence may supervise general administrative functions.
• Oversees or resolves non-routine/difficult situations based on knowledge and interpretation of established policies & procedures; interprets rules and regulations.
• Develops macros, serves as unit expert or lead over other clerical/administrative positions, creates and maintains databases, generates unique reports, creates complex spreadsheets, diagnoses and resolves simple software/hardware problems, maintains web pages, designs and lays out publications.
• Prepares routine reports and statistics, determines report format and elements.
• Prepares and/or supervises preparation of complex payroll, researches payroll issues, interprets policies & procedures. assigned agency, counsels employees on basic benefit questions.
• Uses PRISM regularly to process departmental HR transactions, updates job descriptions using information obtained from employee, supervisor, evaluations and samples.
• Resolves personnel processing problems on personnel policy/procedures with interpretation from appropriate resource.
• Completes job recruitment packages including drafting advertisement language for non-professional job announcements.
• Serves as liaison between supervisor/manager and HR.
• Advises supervisor and provides information regarding HR policies and procedures, prepares diversity report.
• Knowledge and understanding of the programs or activities of the unit served, as well as of the County and departmental administrative guides.
• Analyzes data and develops budget recommendations; administers several complex funds, projects, contracts, grants; processes journal/budget entries.
• Reconciles and monitors accounting processes; resolves non-routine and complex problems, prepares wire transfers.
• Researches and recommends equipment/vendors and prices; determines substitutes for supplies and high value equipment; coordinates the purchase of non-standard items; resolves issues and disputes with vendors; identifies need for increased levels of contract monitoring; acquires insurance via County Risk Management.
• Provides advice/counsel; exercises discretion in administrative policy interpretation; resolves a wide variety of operational problems requiring sound judgment; acts as the liaison between work unit and external units; recommends exceptions to administrative policies that are subject to review.

Skills Required:

• Knowledge and understanding of the programs or activities of the unit served, as well as of the County and departmental administrative guides.
• Knowledge of basic principles and methods of a technical or professional field.
• Basic math skills.
• Intermediate skills in the use of Microsoft Office. Intermediate skills in the use of agency specific software applications.
• Ability to communicate well through written and oral means.
• Ability to gather, integrate, and analyze simple data.
• Ability to establish and maintain effective working relationships.
• Ability to perform complex PRISM functions.
• Ability to maintain confidentiality and be sensitive to political issues.
• Supervisory experience.
• Considerable experience providing administrative support in the assigned functional areas.
• Initiates the full range of processing for complex personnel actions; conducts new employee orientation within Knowledge of basic principles and methods of a technical or professional field.
• Basic math skills.
• Intermediate skills in the use of Microsoft Office.
• Intermediate skills in the use of agency specific software applications.
• Ability to communicate well through written and oral means.
• Ability to gather, integrate, and analyze simple data.
• Ability to establish and maintain effective working relationships.
• Ability to perform complex PRISM functions.
• Ability to maintain confidentiality and be sensitive to political issues.
• Supervisory experience.
• Considerable experience providing administrative support in the assigned functional areas.
• Supervises a group of clerical/accounting personnel.
• Determines, modifies, and implements administrative policies, procedures and methods to improve office practices; designs spreadsheets and databases, provides customized reports to analysts.

Experience Required:

• 3 to 5 years' experience of administrative assistant work or program coordination experience.

Experience Preferred:

• 5 to 10 years of experience working as administrative experience

Education Required: