Administrative Assistant

Performs administrative support functions for a major program, organizational unit, or on special projects. Assists in scheduling, coordinating, and monitoring on-going work of program; researches and compiles information and statistics; serves as liaison to internal and external organizations; performs quality control functions.
The work is focused on providing support for a program by assisting the program supervisor in coordinating the on-going daily work activities. Support is provided to facilitate the flow of work and/or to provide a point of contact for persons having business with the program.
Major duties:
• Assists in planning, scheduling, coordinating, and monitoring the work of unit
• Researches and compiles information and statistics
• Serves as liaison to others

B. Major Duties/Specific Tasks:
• Schedules, coordinates, and tracks work of unit
Develops and implements work procedures within established standards/guidelines
Coordinates and distributes work to professional and administrative staff
Prepares weekly updates on status of work assignments
Maintains project/program records
Reviews completed work for adherence to program standards

• Researches and compiles information and statistics, prepares reports
Compiles program statistics and prepares substantive summary reports on a regular or as needed basis
Prepares tracking reports and distributes to staff
Prepares statistical and narrative reports
Reviews program and procedures for trends and patterns, makes recommendations for changes
Assists in budget preparation and documentation
Assists in development of specifications for contracts
• Serves as liaison to others
Explains rules, regulations, procedures, and policies to internal and external staff
Meets with representatives from other departments or external agencies to work out problems and compliance issues; advises others on alternatives
Performs follow-up activities to obtain additional information from others
Negotiates project/program schedules, completion dates, and staff reports
Coordinates and schedules liaison meetings, develops agenda, prepares background material
Monitor contractors performance and communicates status to others; identifies problem areas
• Performs other related duties as required or as directed by supervisor