Administrative Assistant

Job description

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 timeframes 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.