Administrative Assistant

Administrative AssistantAssist the Chief Communications Officer with daily tasks including general recordkeeping, budget, calendaring, meeting preparation and event support.Education/Certification:High school diploma or GED certificate, some college preferred and/or specialized trainingSpecial Knowledge/Skills:Proficient in the use of the English language, both oral and writtenProficient organizational, communication and interpersonal skillsSpecialized training in software applications used by the divisionAbility to type and keyboard by touch a minimum of 60 words per minuteAbility to operate calculator, personal computer, and other office equipment as requiredAbility to work with numbers in an accurate and rapid mannerAbility to maintain accurate and auditable recordsOutstanding customer service mindset and practicesExperience:Four years related experienceKnowledge of HCDE purchasing policies and proceduresMajor Responsibilities and Duties:Prepare and maintain a variety of databases/spreadsheets for Chief Communications Officer projects and activities.Assist in planning and preparing the Chief Communications Officer Division annual budget.Monitor Communications, Technology and Marketing division budgets; prepare and input budget amendments as needed and approved by Chief Communications Officer.Reconcile monthly/annual budget reports and pcards.Coordinate communication among Business Services, Purchasing and Chief Communications Officer and reporting division personnel regarding budget items, reports and timelines.Prepare and input payment authorizations, purchase orders in the financial software, travel and mileage reimbursements in the Travel Management System (TMS).Process Requests to Attend and associated travel reimbursement documentation and formsProcess procurement card transactions in a timely manner.Assist the Chief Communications with travel arrangements and reimbursements, weekly ad hoc financial reporting and planning and scheduling.Assist Communications and Marketing divisions with event support as neededAssist with inventory records for the division.Maintain confidentiality of information.Conduct special projects as requested by the Chief Communications OfficerMaintain good public relations with Department personnel, clients and the public.Maintain a warm personality, positive attitude and neat appearance.Perform other duties as assigned.