Provides clerical and administrative support to the Department Leader(s) and staff.
Minimum Job Requirements
BACKGRD - Level II Background Check as per department only
2-4 years Administrative Assistant or Secretarial experience
Essential Duties and Responsibilities
Assists Leader(s) and staff with special projects, organizes meetings, and conferences and other special events. Performs research and analysis for related projects and specific issues.
Responsible for composing, typing, editing, and proofreading correspondence, reports, letters, memoranda, and/or other documents. Prepares meeting minutes and other sensitive documents.
Prepares presentations and financial and non-financial reports for the department Leader(s) and staff.
Facilitates the planning, organization, and activities of the department to ensure efficient and effective work flow coordination.
Provides clerical support in problem solving and planning as needed to ensure delivery of department's goals and objectives.
Handles the maintenance of department's employee records.
Edits KRONOS transactions in a timely manner and within established guidelines as demonstrated with minimal edits by Payroll department.
Orders and maintains office supplies. Submits PO's and contracts for approval and follows up on completion or renewal. Verifies and submits invoices to be approved by the Leader(s).
Submits work orders to maintain appropriate phone, computer, and equipment repair/services.
Performs all other clerical duties such as copying, scanning, filing, faxing, and special projects as set forth by the department Leader(s) or staff.
Maintains files and records for the department Leader(s).
Prepares financial plans, budgets, and forecast reports for approval. Assists department Leader(s) with monthly expenses and invoices.
Provides clerical support, greets & assist visitors, schedule & maintains calendars, coordinating travel arrangements, and handling daily public relations.
Receives and screens visitors and telephone calls for the department.
Answers inquiries concerning activities and operations for the department Leader(s).
Schedules and coordinates meetings for the department staff and follows-up.
Knowledge/Skills/Abilities
High school education or equivalent preferred.
Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
Able to adapt and react calmly under stressful conditions.
Able to set priorities and meet deadlines.
Abilities in prioritizing, successfully handling multiple concurrent tasks, strong problem solving skills, attention to detail, and working in a team environment.
Ability to work independently and flexibly with minimal supervision.
Ability to represent department/function in a professional, courteous, and efficient manner.
Ability to communicate verbally and in writing.
Able to maintain confidentiality of sensitive information.
