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. 

· 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.