NECESSARY MATERIALS FOR APPLICATION:

-Letter of Introduction

-Resume (Full Work History)

-Letters of Recommendation- Two (2) current, professional letters (one must be from a current or former direct supervisor and all dated within the last 3 years)

Please note: All required documents must be submitted at the time of application. Incomplete applications will not be accepted or reviewed.

Deadline to apply is Monday, July 6, at 4:00pm

Senior Administrative Assistant, Outreach and Development

Job Description

Reports To: Chief of Outreach and Development (or designee)

FLSA Status: Exempt

Classification: Classified

Pay Schedule: Range 8B ($79,945 - $108,119)

Work Schedule: 12 months

Location: Onsite & Remote Office

Position Statement

The Senior Administrative Assistant, Outreach and Development provides high-level, independent, and confidential administrative support to the Chief of Outreach and Development. This position serves as a key operational partner by coordinating administrative functions, managing communications and information, supporting department initiatives, and facilitating efficient department operations. The position regularly exercises discretion, independent judgment, and initiative in carrying out responsibilities, coordinating priorities, and supporting the goals and objectives of the Outreach and Development Department.

Essential Functions

1. Manages a variety of tasks on behalf of assigned Administrator (e.g. schedule and/or calendar, conference and stakeholder coordination, budget-related tasks, etc.) to support departmental priorities and ensure timely completion of objectives.
2. Serves as the primary point of contact and representative for assigned leadership regarding routine matters, requests, and inquiries to facilitate communication and ensure continuity of operations.
3. Composes and prepares a variety of complex materials (e.g. correspondence, agendas, minutes, reports, etc.) to communicate information and create documentation in accordance with established guidelines.
4. Coordinates with internal departments, external agencies, vendors, and stakeholders to facilitate communication, resolve issues, and support organizational initiatives.
5. Maintains a variety of manuals and electronic documents, files, and records (e.g. budget data, employee records, financial records, reports, etc.) to ensure accurate information is available for operational needs, historical reference, and compliance requirements.
6. Researches and compiles data from a variety of sources to support reporting, decision-making, and administrative priorities.
7. Participates in meetings, workshops, and trainings to exchange information, document outcomes, monitor follow-up actions, and support organizational objectives.
8. Coordinates administrative aspects of projects, initiatives, and events to support implementation, track progress, and ensure timely completion of deliverables.
9. Coordinates administrative and logistical support for legislative, governmental, and advocacy efforts (e.g. communications and coordination, tracking legislative activity, preparation of related materials and reports, etc.) to facilitate stakeholder engagement, advance organizational priorities, and ensure timely execution of related initiatives.
10. Coordinates and monitors departmental financial activities, including budgets, expenditures, account balances, and related reporting, to support fiscal accountability and informed decision-making.
11. Evaluates administrative processes, workflows, and systems to identify efficiencies, mitigate risks, and develop, implement, and monitor improvements that enhance organizational effectiveness and compliance.
12. Develops and produces communications, marketing, presentation, visual, and multimedia materials (e.g., presentations, digital content, videos, photography, event materials, etc.) to support outreach efforts, strengthen stakeholder engagement, and advance organizational priorities.

Other Functions

1. Performs other related duties as assigned to ensure the efficient and effective functioning of the organization.

Job Requirements: Minimum Qualifications

Knowledge, Skills and Abilities

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and analyze situations to define issues and draw conclusions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: computer and technology literacy; AI platforms; virtual meeting and webinar platforms (e.g., Zoom, Google Meet, etc.) Canva and graphic design/content development platforms; accounting/bookkeeping principles; business telephone etiquette; concepts of grammar, spelling and punctuation; pertinent codes, laws, rules, regulations, and policies; office methods and practices; and, recordkeeping and record retention practices.

SKILLS are required to perform multiple tasks using existing skills. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including Google Suite software applications; maintaining professional relationships; using time efficiently; preparing and maintaining accurate records; planning and managing projects; and, classifying data and/or information.

ABILITY is required to schedule activities, meetings, and/or events; often gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: ability and willingness to travel to and attend evening and weekend events; adapting to changing work priorities; working remotely with access to an Internet connection, computer, and printer; demonstrating sensitivity to individual differences and cultural backgrounds; collecting and organizing data; understanding complex, multi-step instructions; communicating with diverse groups; maintaining confidentiality and integrity; meeting deadlines and schedules; setting priorities; working as part of a team; and, working with frequent interruptions.

RESPONSIBILITY

Responsibilities include: working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; tracking budget expenditures. Utilization of resources from other work units is often required to perform the job's functions. There is some opportunity to impact the organization's services.

WORK ENVIRONMENT

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 90% sitting, 5% walking, 5% standing. The job is performed in a generally hazard free environment.

Experience: Job related experience with increasing levels of responsibility is required

Education: High school diploma or equivalent

Required Testing Certificates and Licenses

None Specified Valid Driver's License and Evidence of Insurability

Continuing Educ./Training Clearances

Not applicable Live Scan Fingerprinting

Reference Checks

Tuberculosis (TB) Clearance