Administrative Assistant

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Job Type

Full-time

Description

Schedule of hours are not a set schedule of 9:00am-5:00pm. Hours can vary!

1) Management of Office Procedures:

* Provide consultation to the Director and Assistant Director on matters relating to the operation of the department.

* Respond to telephone inquiries and take messages in a professional manner, including management of the departmental voicemail system and telephone logs.

* Respond to work orders, prioritizing requests and providing direction to maintenance staff.

* Preform data entry into systems

* Maintain kitchen inventory and ensure compliance with policy and regulatory requirements.

* Prepare and maintain all office and records as per agency requirements

* Initiate contact with or respond to outside agencies upon receipt of correspondence as required or instructed.

* Coordinate and order supplies necessary for department operation according to procedure.

* Assist with advising new departmental staff of the policies, work standards and schedules.

* Maintain office equipment in operating condition and requisition repairs as needed.

* Schedule meetings, appointments and maintain office calendar as required by the Director and Assistant Director.

* Organize and coordinate training programs for departmental staff as needed or directed.

* Maintain the office petty cash program including administration of petty cash, records keeping and check requests for replenishment.

* Maintain system for filing and reconciliation of bills.

* Maintain good working relationships with staff members throughout the agency.

* All other duties as assigned by the Director.

2) Compile and Generate Reports, Letters and Documents:

* Prepare expense reports according to the schedule.

* Collect, maintain and prepare statistical data and reports that contribute to the operation and management of the department.

* Prepare time cards for the department within established time frames and in accordance with established procedures.

* Manage word processing of letters, reports and other documents for the department.

* Preform proofreading of letters, reports and other documents for the department.

* Prepare reports for internal and external distribution, photocopy and assemble material as required.

3) Attend Meetings, Seminars as Assigned:

* Attend meetings as assigned.

* Attend annual in-service as required or mandated.

Requirements

* Bachelor's Degree or Associate Degree with a concentration in Secretarial Science/Business and 5 years administrative experience.

* 3 years administrative experience.

* 2 years' experience with budgeting and facilities management.

* Must possess the ability to accurately type 30 wpm.

* 2 years' experience with Microsoft Office and Excel

* Ability to speak, read and write English, Bilingual preferred.

§ Must possess sight and digital senses or prosthetics that will enable the essential functions of the job to be completed.

Salary Description

40K-45K