Job Summary:Provides advanced administrative support associated with office operations. Performs a variety of complex administrative duties such as word processing, managing calendars, compiling reports, filing and answering telephones in a complex departmental environment. Requires a higher level of knowledge and in-depth understanding of complex and confidential departmental, Kaiser Foundation Health Plan of Washington and/or Kaiser Permanente information. Receives no instructions on routine work, general instructions on new projects. This level requires a minimum of five (5) years of job-related experience and initiative and the use of independent judgment and discretion in non-routine matters.Essential Responsibilities:
Manages calendars, arranges appointments, meetings anticipating organizational and leadership priorities. Plans travel itineraries. May direct others in doing some aspects of this work. May answer telephone inquiries, takes and relays messages and greets visitors but usually directs others doing this work. Screens telephone calls/visitors, refers to appropriate staff member. Explains Departmental, Division and KFHPW policies and procedures in response to inquiries. May provide information to top level management and external customers or stakeholders in a manner that requires in depth knowledge and understanding.
Plans, coordinates and implements space and equipment changes for a large Department or Division. May operate a variety of office equipment. May place orders for supplies and office equipment. May be responsible for basic computer and software planning, instruction and implementation for a broad range of staff. Establishes/maintains complex departmental filing systems including confidential departmental files and records.Directs others in sorting and routing department mail. Reviews/screens managers mail, researches issues and provides recommendations.
Uses a variety of word processing software to type letters, reports and presentation materials. Composes significant amounts of correspondence on own initiative without supervisors review. May include confidential information. Performs desktop publishing on a more routine basis. Proos documents for typographical, spelling and content errors. Maintains established databases, generates routine reports from such data. May create more complex spreadsheets/graphs using departmental and KFHPW information.
Tracks/monitors budgets, posts data to ledgers. Reconciles invoices and resolves discrepancies. Collects data with limited or no direction, formats ad hoc reports. Completes full quality/accuracy review of data and analyzes data and formulates conclusions or recommendations beyond variance reporting.
Supervises staff on a regular, on-going basis with hire, fire, training and performance management responsibility and authority. Coordinates and organizes projects, most without direction, schedules complex meetings and prepares materials such as agendas, timelines, reports and presentations. Develops timelines, prepares work plans and sets agendas sometimes without review. Takes minutes, finalizes and distributes minutes without review.
Basic Qualifications:
Experience
Minimum five (5) years of administrative or comparable experience.
Education
High School Diploma OR General Education Development (GED) required.
License, Certification, Registration
N/A
Additional Requirements:
Experience with project planning and coordination.
Writing and math skills.
Customer service and communication skills.
Initiative, discretion and analytical ability.
Proficiency with software used by the department.
Typing: 55 WPM.
Skills testing as appropriate.
Preferred Qualifications:
Advanced education courses.
COMPANY: KAISERTITLE: Administrative Specialist CLOCATION: Renton, WashingtonREQNUMBER: 1325191External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with Federal, state and local laws, including but not limited to the San Francisco Fair Chance Ordinance. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran, or disability status.
