Administrative Assistant

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.