Senior Administrative Assistant-11-001-SC/ Carson Divisional Headquarters (DHQ)

Position Summary

This position is responsible for coordinating complex administrative functions, managing confidential information, and administering access to designated third-party financial systems to support divisional finance operations, internal controls, and regulatory compliance.

Essential Functions

Executive & Administrative Support

• Provide comprehensive administrative support to the Divisional Finance Director, including drafting correspondence and emails, managing mailings, and serving as the primary point of contact for items requiring the DFD's review or signature.
• Coordinate and maintain calendars for the DFD and Finance Department, including scheduling meetings, deadlines, and key events.
• Organize and maintain confidential files and records, including audit, budget, and related correspondence, ensuring accuracy, security, and accessibility.
• Prepare and coordinate Finance Department staff meetings, including agendas, minutes, and follow-up actions as assigned.
• Update and maintain the Finance Department intranet content to ensure timely and accurate information sharing.

Finance & Operational Support

• Confidentially process Finance Department human resources documentation as directed, including annual reviews, and onboarding materials.
• Prepare, maintain, and monitor banking Power of Attorney documentation and related records.
• Serve as a corporate card program administrator, including training, account maintenance, card issuance, and suspension tracking.
• Track, order, and manage office supply inventory and monitor departmental supply budgets.

Board & Committee Administration (Command Finance Council)

• Assist with the administration and maintenance of the Command Finance Council (CFC) systems, including access control, information integrity, and confidentiality.
• Coordinate the collection, review, and organization of CFC agenda submissions in accordance with established policies and timelines.
• Prepare and distribute CFC meeting agendas and materials in coordination with the departments responsible.
• Coordinate the secure transmission of confidential information to appropriate Territorial departments and representatives.
• Ensure post-meeting notifications and materials are appropriately shared with Finance.

Third-Party System & Access Administration

• Administer user access and account maintenance for designated third-party financial and operational systems, including fuel card and corporate card platforms.
• Coordinate card issuance, ordering, and configuration, including PIN creation and user setup, in accordance with organizational policies and internal controls.
• Monitor cardholder status and take appropriate administrative action, including suspensions for leave of absence, compliance issues, or policy violations, and terminations upon employee separation.
• Serve as a liaison with external vendors and internal stakeholders to ensure timely resolution of access issues, account changes, and system-related inquiries.
• Maintain accurate records and audit-ready documentation related to system access, card activity administration, and user status changes.

Additional Responsibilities

• Coordinate audit room reservations and IT setup for auditors.
• Gather, track, and monitory non-compliance of officer and employee vehicle mileage data.
• Respond to finance-related inquiries and answer departmental phone calls as needed.
• Maintain divisional Corps/Quarters inventory records and Finance Department equipment inventory.
• Perform other related duties as assigned.
• Exercises sound judgment and discretion in administering access to sensitive systems and confidential information.

Working Conditions

Ability to sit, walk, stand, bend, squat, climb, kneel and twist on an intermittent or sometimes continuous basis. Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead. Ability to operate computer, fax and telephone. Ability to lift up to 25 lbs.

Minimum Qualifications

• Bachelor's degree from an accredited college or university in a related field required.
• Minimum of five years of progressively responsible administrative experience in a finance or business environment preferred.

Skills, Knowledge & Abilities

• Proficiency in Microsoft Office 365, SharePoint, Adobe Acrobat, and virtual meeting platforms.
• Demonstrated ability to maintain strict confidentiality and handle sensitive information with discretion.
• Strong written and verbal communication skills.
• Ability to work independently with minimal supervision while effectively supporting executive leadership.
• Proven organizational skills with the ability to manage multiple priorities and deadlines.
• Strong interpersonal skills with the ability to work collaboratively with officers, employees, and external stakeholders.
• Demonstrated experience administering user access and permissions within financial or operational systems, with a strong understanding of internal controls and compliance requirements.
• Knowledge of basic business and accounting concepts and administrative processes.