Schedule/Hours: Full-time
This position is responsible for:
Under the general supervision of the General Secretary, the Executive Administrative Assistant provides advanced administrative and clerical support for the daily operations of the General Secretary’s office, the Candidates Secretary/Personnel Officer, and assigned Legal and Emergency Disaster Services functions. This position prepares and processes correspondence, reports, records, and other documents; coordinates follow-up on assigned matters; maintains tracking reports and organized files; supports meeting preparation, scheduling, purchasing, receptionist coverage, and mailroom functions; and handles confidential and sensitive information with professionalism, accuracy, and discretion.
Key Responsibilities:
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Prepares the weekly Divisional Finance Board agenda by collecting, printing, copying, and assembling materials; completes the agenda by itemizing items received; processes approved, deferred, declined, and recommended items for further approval and/or action; scans documents; prepares draft letters for approval; sends responses; and delivers documents to the appropriate department.
Reviews continuing education applications to ensure classes fall within the purview of the appropriate minutes; includes approved proposals on the weekly Divisional Finance Board agenda; and, once recommended, scans and sends materials to Territorial Headquarters for further processing, copying the officer, General Secretary, and read file as appropriate.
Prepares, updates, maintains, and submits Advisory Board and Council tracking reports that identify each Corps or unit, meeting date, attendance, minutes received, reasons for missing information, follow-up communication, and current status. Conducts timely follow-up with Corps and units regarding missing minutes or required information and updates reports as information is received to ensure records are accurate, complete, and ready for supervisory review.
- Provides administrative and clerical support to the Legal and Emergency Disaster Services departments, including preparing and processing correspondence, reports, forms, records, and other department-related documents in an accurate, timely, and professional manner.
Assists the Candidates Secretary with initiating, maintaining, and processing candidate applications and related supporting documentation in an accurate, timely, and confidential manner. Tracks application status, requests missing information, organizes required forms and records, and routes completed materials to the appropriate individuals for review and further action.
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Orders office supplies, promotional items, publications, and brochures and maintains office supply inventory at levels necessary to meet departmental needs; reviews office supply catalogs for desired items and seeks economical pricing when possible.
Physical Requirements and Working Conditions:
Work is performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like.
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Ability to effectively and efficiently work on multiple projects at the same time without becoming frustrated or disorganized. Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time. Duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or walking.
Employee Benefits:
- Health Insurance, Vision & Dental discounts
- Supplemental Insurance Available
- Voluntary Life Insurance & more!
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Bachelor’s degree in business administration or related field; AND
- Any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.
Equal Opportunity Employer: Veterans | Disabled
