Executive Administrative Assistant - Remote

Jobcertify; New York (NY); Remote; USD 50,000 - 70,000; Full time

Benefits offered by this job

Subsidized health care benefits

Paid disability benefits

Paid life insurance

Automatic pension program participation with matching

Job summary

A leading administrative services provider is hiring for the role of Executive Administrative Assistant - Remote. This position involves coordinating day-to-day operations of the department, supervising staff, and assisting with budget preparation and personnel functions. Applicants should have an Associate's Degree and three years of relevant administrative experience. Strong communication skills and knowledge of municipal practices are preferred. Competitive benefits will be offered.

Qualifications

• Three years of increasingly responsible administrative experience is required.

Responsibilities

• Coordinates and supervises work assignments for technical and clerical staff.
• Assists in personnel functions like requisitions and interviews.
• Prepares department budget and reviews expenditures.
• Coordinates travel arrangements and processes vouchers.
• Resolves difficult and sensitive citizen inquiries.

Skills

Knowledge of basic accounting principles and practices

Knowledge of principles and practices of municipal budget preparation

Ability to communicate clearly and concisely

Ability to establish and maintain cooperative working relationships

Education

Associate's Degree from an accredited college or university

Job description

About the job Executive Administrative Assistant - Remote

Under direction, is responsible for coordinating and monitoring the day-to-day operations of the assigned department and providing general information and assistance to department staff and the general public. Working conditions are primarily in an office environment. Exercises direct supervision over assigned staff.

Work Hours 8:00 a.m. - 5:00 p.m., Monday - Friday

Essential Job Functions

• Provides lead supervision over technical and clerical staff; coordinates and supervises work assignments; monitors the day-to-day operations of the assigned department.
• Directs the work of office support personnel; prioritizes and coordinates work assignment; reviews work for accuracy.
• Coordinates administrative personnel functions; initiates personnel requisitions; assists in coordinating and conducting interviews; assists supervisors in preparing documentation for disciplinary actions; oversees and monitors employee payroll administration. Interprets City policies, procedures, laws, and regulations in response to inquiries and complaints; refers inquiries as appropriate.
• Assists in the preparation of the department budget; reviews and monitors departmental expenditures; audits petty cash expenditures; processes all accounts payable.
• Coordinates purchases of equipment, supplies, and services; ensures compliance with departmental policies and procedures.
• Researches, compiles and analyzes data for special projects and various reports.
• Organizes and maintains filing systems; maintains records related to specific area of assignment.
• Coordinates travel arrangements for department staff; processes travel vouchers and travel authorizations.
• Responds to and resolves difficult and sensitive citizen inquiries and complaints.
• Performs related duties and fulfills responsibilities as required.

Job Requirements

• Associate's Degree from an accredited college or university.
• Three (3) years of increasingly responsible administrative experience.

Preferred Qualifications

• Valid Class "C" Texas Driver's License.
• If selected for this position, official transcripts, diplomas, certifications and licenses must be submitted at the time of processing. Unofficial transcripts and copies of other relevant documents may be attached to the application for consideration in advance.
• Please be advised that if selected for this position, information regarding employment history as it relates to the qualifications of the position will be needed for employment verification. Applicants claiming military service to meet the experience requirement for this position may attach a DD214 to the application.
• Unless otherwise stated, applicants are permitted to substitute two years of related full-time experience for one year of higher education or one year of related higher education for two years of experience in order to meet the minimum requirements of the job. One year of full-time experience is defined as 30 or more hours worked per week for 12 months. One year of higher education is defined as 30 credit hours completed at an accredited college or university.
• Applicants selected for employment in this position must receive satisfactory results from pre-employment drug testing and background checks. If required for the position, additional background checks may be conducted.

Knowledge, Skills, and Abilities

• Knowledge of basic accounting principles and practices.
• Knowledge of principles and practices of municipal budget preparation and administration.
• Knowledge of personnel administration principles and procedures.
• Knowledge of purchasing policies and procedures.
• Knowledge of record keeping procedures and practices.
• Knowledge of modern office procedures, methods, and computer equipment.
• Ability to operate a computer keyboard and other basic computer equipment.
• Knowledge of City and departmental policies, procedures, and administrative systems.
• Knowledge of city, state, and federal policies and regulations relating to assigned area of responsibility.
• Knowledge of research and statistical methods.
• Knowledge of principles and practices of organization and public administration.
• Ability to perform responsible and difficult administrative office duties involving the use of independent judgment and personal initiative.
• Ability to understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Ability to schedule and coordinate projects, set priorities, and adapt to changing priorities.
• Ability to maintain confidential data and information for division, section, or office staff.
• Ability to work independently in the absence of supervision.
• Ability to communicate clearly and concisely.
• Ability to operate a computer keyboard and other basic computer equipment.
• Ability to establish and maintain cooperative working relationships with those contacted in the course of work including City officials, management staff, employees, and the general public.

Benefits Information

We strive to provide a competitive compensation and benefit package to attract and retain a highly skilled workforce. To accomplish this, We offer subsidized health care benefits for active and retired employees, paid disability benefits, paid life insurance, as well as automatic participation in a pension program which is currently matched two to one.