Job Details

DCTA: Executive Assistant Office Coordinator


Description

PURPOSE OF JOB

To maintain office facility and systems and provide advanced administrative and project support for executive staff. To perform a variety of highly responsible and complex secretarial and administrative duties for the agency. The incumbent must keep multiple tasks on schedule, use tact and judgment, and preserve confidentiality of sensitive information.

The incumbent in this class performs under the general supervision of the Executive Assistant & Board Process Manager, as well as the leadership team staff members they support and must keep multiple tasks on schedule, use tact and judgment, and preserve confidentiality of sensitive information.


Primary Duties

  • Answer, relay and return phone calls for executives
  • Maintain executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
  • Monthly P-card and expense report coordination, reconciliation and submission
  • Prepare independent draft reports and documentation
  •  Maintain records and files regarding department administrative activities
  • Retain confidential files and distribute accordingly
  • Independently respond to letters and general correspondence not requiring the attention of management personnel
  • Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
  • Assists with Open Records Requests to include receiving, tracking, obtaining documentation, and completion
  • Assists the Executive Assistant & Board Process Manager with board meeting items, including but not limited to compiling board information and agenda items, Board Room set up, and the efficient running of the Board Meetings
  • Serves as the backup for the Executive Assistant & Board Process Manager on the preparation and execution of all Board Meetings to include communication with the Board as necessary
  • Manage overall facility and related vendors, including all vendor contracts
  • Manage administrative office furniture inventory, acquisition of new furniture and coordination with moving company and/or maintenance
  • Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories
  • Records Retention Administration support
  • Act as the back-up to the Receptionist, specifically related to answering the phones, attending to the front door, and catering needs
  • Assist with onboarding of new personnel through training on agency vehicles, conference rooms, copiers, and other related items
  • Interpret and explain DCTA policies, rules, and regulations in response to inquiries; refer inquiries as appropriate
  • Provide mutual support across administrative team
  • Reception management, including answering phones, managing/referring inquiries, and coordinating materials for agency meetings
  • Works closely with the agency’s Receptionist to ensure efficient and effective management of the administrative office
  • Maintain office and breakroom supply inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
  • Maintain copy machine supply inventory to ensure continual usage of all administrative units
  • Manage administrative vehicles, including coordination of maintenance, scheduling and staff usage
  • Manage DCTA vehicle, conference room and hot spot bookings and requirements
  • Research appropriate vendors
  • Coordinate required documentation for all vendors

Desired Education & Experience

  • Principles and practices of business letter writing;
  • English usage, spelling, grammar, and punctuation;
  • Modern office methods, procedures, and computer equipment;
  • trong knowledge of Microsoft Office suite including Word, Excel, PowerPoint, and Outlook;
  • Principles and practices of routine analytical research;
  • General Budget processes;
  • Other job specific software as required.
  • Associate’s or Bachelor’s degree in business or similar field
  • Minimum of two (2) years of experience in office management, administrative support, creating and organizing material for governments and/or executive staff, or equivalent combination of relevant education and experience
  • Excellent communication skills, with responsiveness experience
  • Good technical skills, i.e. typing, word processing, computer operations, telephone
  • Equivalent to two (2) years of increasingly responsible secretarial and/or clerical experience, with a background including executive support. Experience supporting multiple positions is desirable
  • Possess or ability to obtain a Notary Public Commission within three months of hire

Desired Skills & Abilities

  • Understand the organization and operation of the DCTA and of outside agencies as necessary to assume assigned administrative responsibilities;
  • Communicate clearly and concisely, both orally and in writing;
  • Understand and follow oral and written instructions;
  • Prepare draft reports and general correspondence;
  • Compile and maintain complex and extensive records;
  • Take notes and write summaries of meetings;
  • Understand, interpret and explain department policies and procedures;
  • Explain and problem solve office issues for the public and with staff;
  • Preserve confidentiality of sensitive material routinely encountered as part of work assignments;
  • Operate and use modern office equipment including personal computers;
  • stablish and maintain effective working relationships with businesses, educational groups, general public, etc;
  • ork under time pressures to meet deadlines; and type accurately at a minimum speed of 55 words per minute.
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