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Senior Administrative Assistant

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TriMet

3mo ago

  • Job
    Full-time
    Mid Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Gresham

AI generated summary

  • You need a H.S. Diploma/G.E.D, 4 years in a relevant admin role, and coursework in business administration is preferred. Experience is prorated based on hours worked.
  • You will manage correspondence, schedules, events, accounts, and budgets; assist with data analysis and reporting; provide information; and maintain records for the department.

Requirements

  • A minimum of a H.S. Diploma/G.E.D is required.
  • Other course work in business administration or office management is desired.
  • Four (4) years of total credited experience.*
  • Four (4) years of experience in a responsible administrative or secretarial position are required.
  • Or any equivalent combination of experience and training.
  • The amount of credit a candidate receives for prior years of experience is based on the relevancy of that experience to the required or preferred prerequisites of the job description.
  • Experience is prorated based on hours worked.
  • LRHR assigns and validates the "credited experience".

Responsibilities

  • Independently responds to and composes various correspondence. Draft, edits, proofreads, letters, emails, reports, presentations, etc. Drafts policies, procedures and processes for management approval. Creates forms, charts, tables and spreadsheets involving data manipulation from one or multiple sources; performs intermediate-level analysis, which includes basis statistics and math. Data entry of information into spreadsheets and databases. Runs reports from spreadsheets and databases. Assists in the preparation of contracts.
  • Manages supervisor's and/or department calendar which may include complex scheduling arrangements involving multiple parties and conferences, travel, etc. Sets-up and cancels meetings based on knowledge of subject and attendees. Coordinates large scale and/or complex events and ensures that all logistics such as advertising, registration, speakers, travel arrangements, venues, catering, technology, etc. have been completed.
  • Processes accounts payables and/or receivables; resolves discrepancies. May enter, track, and maintain documentation and logs of financial transactions ensuring that charges have posted to appropriate accounts.
  • Assists with reconciliation of accounts; reviewing budget statements, investigating and resolving discrepancies and preparation of budget reports and spreadsheets. Provide support and assistance in preparing department or program budget. Maintain accounting balances for grants/contracts.
  • Provides information via phone, e- mail, mail, etc. May represent supervisor in routine/standard situations with various levels of contacts both internally and externally. Provides routine information on department or division policies, processes or procedures.
  • Prepares and maintains electronic and hard-copy files. May serve as Divisional Records Governance Liaison.

FAQs

What are the primary responsibilities of a Senior Administrative Assistant?

The primary responsibilities include providing administrative support, managing calendars, composing correspondence, processing accounts payables, assisting with budget reconciliation, coordinating events, and maintaining electronic and hard-copy files.

What qualifications are required for the Senior Administrative Assistant position?

A minimum of a high school diploma or GED is required, along with four years of responsible experience in an administrative or secretarial position. Coursework in business administration or office management is desired.

Is prior experience necessary for this role?

Yes, four years of experience in a responsible administrative or secretarial position are required for this role.

What is the work schedule for this position?

This role requires being in the office five days a week.

What salary range is offered for the Senior Administrative Assistant position?

The salary range offered is between $53,933.00 and $80,898.00, based on education, training, and relevant experience.

What is the selection process for this role?

The selection process includes an application review, panel interviews, and reference checks.

Is there an opportunity for internal applicants to apply?

Yes, internal applicants can apply, but their personnel file information will not be considered in lieu of information requested on their application.

Are accommodations available for applicants under the Americans with Disabilities Act?

Yes, TriMet is committed to providing accommodations under the ADA for applicants who need assistance during the application process with prior notice.

Does this role involve training or coordinating other staff?

Yes, the Senior Administrative Assistant may train and coordinate the work of other administrative or temporary staff.

What is the expected level of independence for this position?

The Senior Administrative Assistant works under minimal supervision and is expected to operate with a high level of independence compared to intermediate-level administrative assistants.

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TriMet

How life moves.

Transportation
Industry
1001-5000
Employees
1969
Founded Year

Mission & Purpose

Working at TriMet means making connections. We believe providing a safe and reliable ride doesn’t just get people to work, school, shopping or the doctor’s office — it also opens doors to a stronger community and a better future. Our team of more than 3,000 does it all, from driving to fixing to planning, creating and communicating. What connects us is our commitment to making the Portland area a better place to live, through shared values like responsiveness, inclusivity and accountability.