Senior Management Administrative Assistant I

Minimum Pay Rate: $81,244.80 

Maximum Pay Rate: $107,577.60 

Civil Service Status: Civil Service 

Apply by Date: 06/27/2025 

Posting Type: Open 

 

This job posting is to fill a current full-time permanent vacancy. You need to clearly exhibit on your resume that you have the necessary knowledge, skills, and experience outlined in the minimum qualifications provided in this posting.

 

Please Note: A cover letter is required as part of this application process.
 

This role will be rewarding to someone who:

• Is organized and detail-oriented.
• Can gain an understanding of director priorities, be proactive to identify and solve problems, manage competing priorities, and remain calm under pressure.
• Enjoys working independently and self-directing work.  Possesses strong customer service skills, is responsive, and acts with urgency to execute time-sensitive work.
• Has excellent communication and interpersonal skills, including ability to communicate on behalf of their director with tact and professionalism.
• Can effectively prioritize tasks and manage time in a busy environment.
• Brings a positive attitude to work each day.

Purpose

Reporting directly to senior management, provides administrative and analytical support, conducts scheduling duties, serves as a liaison to the director, and oversees special projects related to the activities and operations of an assigned department; all with a high level of professionalism and in a manner that reflects positively on the organization.

Nature and Scope

This is an advanced journey level administrative support classification. Employees in this role work independently within a broad framework of policies and procedures. This job requires extensive staff, public, and organization contact requiring a high degree of tact, diplomacy, confidentiality, and independent judgment.

Duties and Responsibilities

• Provides administrative, analytical, and technical support to assigned department/director. Researches, drafts, and prepares various written materials including correspondence, memoranda, draft and final versions of departmental directives or procedures, and reports.
• Prepares and maintains calendars, including the scheduling of appointments and meetings; coordinates meeting room and material set-up, including audio-visual and catering requirements; negotiates contracts for outside facilities.
• Enhances department efficiency through consistently informing management of changes to SMUD policies, regulations and programs; prepares and ensures accuracy of departmental administrative and analytical information in report and/or presentation format to ensure the information is accurate and appropriate for the intended audience.
• Provides support in budget preparation and administration to ensure the department operates within budget and complies with SMUD policies, procedures and quality standards.
• Works with other department staff in developing and forecasting unit requirements for services; arranges and coordinators delivery of services; monitors service level agreements; serves as departmental representative to support unit projects; explains complicated or unusual issues to management.
• Coordinates and participates in the timely completion of analytical and administrative tasks and activities to ensure efficient department organization and function and responsiveness to SMUD and external policies, regulations and requests for information.
• Supports the overall achievement and completion of department projects; assists in planning, reviewing and conducting work activities and researching required project information associated with department internal/external projects in accordance with established task objectives and schedule as outlined in the project plan/contract.
• Assists the department director in preparing and administering department action plans, business plans, short- and long-term goal statements, correspondences, reports, and performance targets and metrics.
• Performs other related duties as needed to include working outside of typical business hours when necessary.
   

Required Education

• High school diploma or equivalent

Required Experience Qualifications

• At least one (1+) year of experience in an administrative position performing complex administrative work, including interpreting and communicating rules and regulations, report writing, and research and analysis in a collaborative team environment. Bachelor’s degree in business administration, communication or related field may substitute for one year of experience.

Knowledge Of

Fundamentals and practices