Administrative Assistant

Job Description

Job Description

SUMMARY: The administrative assistant for DON will answer inquiries and provide information to the general public, attendants, consumers and other interested parties regarding activities conducted within the office. The administrative assistant will be responsible for the flow of communication throughout the offices, departments, and employees within the organization.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Operate the telephone switchboard to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.

Greet persons entering the office and determine the purpose for the visit and direct them to specific destinations.

Exhibit appropriate judgment, professional manner, and excellent telephone etiquette in speaking with Board members, management, staff, and the public.

Keep management informed of urgent or timely matters or potential problems concerning general operations, including personnel issues, project timetables, and financial or inventory concerns.

Transmit information or documents throughout the office, using computer, mail, or fax machine.

Perform administrative support tasks, such as ordering office supplies, printing mailing labels, bulk mailing, and creating envelopes.

Attend and participate in required meetings and trainings.

Provide information about the company such as employees within the organization and how to reach them and what types of services are offered.

Collect, sort, distribute, or prepare mail, messages, or courier deliveries.

Other duties may be assigned.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations under the Americans with Disabilities Act may be made to enable individuals with disabilities to perform the essential functions.

COMMUNICATION SKILLS:

Expresses ideas and thoughts verbally and in written form. Exhibits good listening and comprehension skills. Keeps others adequately informed. Selects and uses appropriate communication methods.

EDUCATION and/or EXPERIENCE:

High School diploma or equivalent; two to five years related experience and/or training; or equivalent combination of education and experience.

REASONING ABILITY:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

PROBLEM SOLVING SKILLS:

Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in a group problem solving situation; uses reason even when dealing with emotional topics.

TECHNICAL SKILLS:

Assess own strengths and weaknesses; pursues training and development opportunities; strives to continuously build knowledge. Employee should have knowledge of word processing software, spreadsheet software and data base software including Microsoft Excel, Word, and Publisher.

OTHER SKILLS AND ABILITIES:

Must have positive attitude, organizational skills, ability to multitask, ability to adapt to active environment, and ability to pay attention to small details. Demonstrate accuracy and thoroughness, look for ways to improve and promote quality, apply feedback to improve performance, and monitor own work to ensure quality.