Administrative Assistant III - Occupational Health & Safety

The Administrative Assistant III provides high-level administrative support to senior managers and executives. Work includes the coordination of a variety of support tasks for the Office of Occupational Health & Safety. Incumbent must exercise a high level of confidentiality, effective time management, and be self-directed, needing minimal supervision.

Essential Functions

- Uses software applications to craft letters, memoranda, reports, charts, forms, questionnaires, emails, and other materials

- Receives telephone calls and in-person visitors, screening those that in his/her opinion can be handled by supervisor’s subordinates or by other offices

- Maintains supervisor’s appointment calendar and occasionally makes appointments without prior clearance

- Compiles information for and prepares a wide variety of reports

- Administers the WSSC Water Driving and Licensing Program. This includes:

- Processing requests for Commercial Driver Licenses (CDL) and equipment licenses (forklift, backhoe, crane, etc.). As well as WSSC issued Driver Licenses.

- Request and track in-state and out-of-state driving records, reporting any employee violations or points to the Division Manager for appropriate action.

- Add drivers to the state’s Special Flagging Program to receive regular updates on license status (suspensions, points) and advise/coordinate on issues related to driver licenses, accidents, or injuries

- Training Administration: Plan the training efforts of the Safety Section, register employees for classes, manage scheduling/cancellations, and enter all training records into the PMS database (Pathlore Management System)

- Administers the Safety Shoe Program, coordinating and scheduling the dates, times and locations of “shoemobile visits,” tracking, receiving and processing the invoices, and arranging for delivery for employees that missed the Shoemobile visits.

- Administer Safety Eyewear Program, coordinating and scheduling the dates, times and locations of safety eyewear demonstrations/visits, receiving and processing the invoices, and arranging for delivery for employees that missed the visits.

- Receives and reviews incoming correspondence, addressing matters that can be handled by the job incumbent

- Prepares routine acknowledgements and correspondence of a non-judgmental/policy nature

- Maintains a wide variety of complex subject matter files

- Reviews outgoing correspondence for procedural and grammatical accuracy, conformance with general policy and factual correctness

- Assists in the preparation of annual budget submissions and provides up-to-date status reports on budget and related issues

- Serves as a central point within the organization for information relating to clerical/administrative procedures, maintenance of files, ordering of supplies, keeping orderly and well stocked the supply room area for the department, and past practices pertaining to reports and other items of a recurring nature

- Mentors other Administrative Professionals within the Team

- Assigns to and reviews work of clerical employees, where appropriate

- Makes travel arrangements for supervisor

Other Functions

- Performs other related duties as required

- Reviews and distributes interoffice and regular mail

- Performs duties assigned to the Management Support Specialist in their absence

Work Environment And Physical Demands

Business causal office environment

Required Knowledge, Skills, And Abilities

- Thorough knowledge of business English, spelling, and arithmetic

- Thorough knowledge of the regulations, procedures, and services of their designated areas

- Thorough knowledge of modern office applications, practices and procedures, including word processing, spreadsheet, and presentation software

- Ability to create and edit statistical tables and charts

- Ability to make arithmetical computations and tabulations with speed and accuracy

- Ability to keep complex and confidential records, to assemble and organize data, and to prepare reports from such records

- Ability to compose letters and reports

- Ability to monitor the work of others

- Ability to establish and maintain effective working relationships with coworkers and the public

Minimum Education, Experience Requirements

- High School diploma or equivalent

- 5+ years of administrative assistant experience