Administrative Assistant

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.