Position Type:
Professional/Assistant to the Director

Date Posted:
1/18/2024

Location:
147 Charter Oak Avenue

Date Available:
02/12/2024

Closing Date:
01/28/2024 Assistant to the Director of Operations
Position Purpose
Under the direct supervision of the Operations Director, provides a wide variety of complex and confidential administrative and secretarial support; communicating information to staff and Operations’ divisions; ensuring compliance with administrative requirements; and address a variety of issues and/or provide general support to ensure efficient and effective operations.
Essential Job Functions

Serves as the assistant to the Director of Operations.

Maintains a high degree of confidentiality regarding all aspects of agency operations.

Supports Operations’ directors and managers.

Assists with the hiring and interviewing process.

Prepares and maintains budget and accounting data and records.

Monitors expenditures of assigned accounts, assists with accounts payable and accounts receivable, and prepares and processes purchase requisitions according to established guidelines.

Maintains the Director’s calendar and prepares weekly schedule.

Schedule meetings with stakeholders, monthly division meetings, etc.

Maintains documents and confidential files and records (e.g. litigation, contracts, leases, personnel, etc.) to provide for quick reference.

Responds to internal and external inquiries, providing information, facilitating communication among parties and/or providing direction.

Process rentals for CREC facilities

Assesses and recommends improved procedures.

Coordinates office functions to ensure efficient and orderly workflow.

Process attendance and mileage for staff.

Process payroll for operation staff

Performs other related duties as assigned.

Uses standard office equipment such as desktop computer, laptop, copy and fax machines, and telephones.

Limited travel to and from meetings may be required.

Knowledge of office management procedures.

Strong organizational, scheduling and time management skills.

Ability to maintain confidentiality.

Ability to function independently with minimal supervision.

Ability to describe problems verbally and in writing.

Ability to carry out instructions furnished in written and verbal form.

Ability to problem solve job-related issues.

Ability to work with a diverse group of individuals.

Ability to process paperwork accurately according to standardized.

Ability to manage a budget, prepare and process requisitions and time/attendance and mileage.

Ability to understand, apply and use personal computers and software applications including Microsoft Office products.

Knowledge and ability to use Adobe Pro products.

Knowledge of Google Drive and its components.

Ability to establish and maintain cooperative working relationships.

Knowledge of Tyler Munis products

Associate or Bachelor’s Degree or five years’ experience as an executive assistant.

Must have experience providing administrative and clerical support to personnel at the executive level.