Administrative Assistant

Overview:

Engagement Type

Contract Complete Description

prepare correspondence, forms, files and reports for processing, storage or forwarding, using Excel and Word programs, answer inquiries, operate standard office equipment and perform related work as required.

6. DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES

- Greet and assist members visiting the office in accordance with established procedures.

- File material in accordance with a prescribed classification system.

- Answer telephone calls, provide routine information concerning agency services and redirects calls as needed in accordance with established procedures.

- Prepare standardized forms according to established procedures.

- Receive, open, date stamp, investigate, assign and distribute incoming mail, messages, packages, etc. to appropriate individuals.

- Scan prepared documents into the Captiva system and index documents by envelope category, document category and document type.

- Retrieve and distribute records from files or boxes such as correspondence, applications, verifications, etc.

- Search and recover information from computer terminals in order to respond to inquiries or requests.

- Post information on such items as logs, spreadsheets, records or computer systems according to established procedures.

- Operate and provide instruction on the usage of standard office equipment such as copy machines, postage machines, fax machines, computers (such as PCs and Printers), telephones, mail openers, TTY equipment.

- Review forms, applications, documents, correspondence for accuracy and completeness.

- Provide information concerning such topics as meetings, schedules, appointments, cancellations, etc. to appropriate individuals either orally or in writing.

- Prepare and submit requisitions to maintain supply standards in accordance with established procedures.

- Compile data for office and/or agency reports.

- Provide inter and intra communications via the e-mail system.

- Operate specialized office equipment that requires manufacturer-training prior to use.

- Perform computer functions to create documents such as letters, e-mail, spreadsheets and charts, lists and memoranda.

- Maintain and update daily activities logs for ongoing or completed work assignments in order to control daily assignments and workflow.

- Maintain supply inventory, including assisting with ordering supplies.

- Operate a personal computer for both look up and data entry purposes.

- Aid in the development of production schedules, performance standards, quality controls, methods, procedures and operations regulations to assist clerical and operational procedures.

- Coordinate leave time, breaks, lunches, coverage times, and duty hours to ensure proper coverage.

- Ability to work in a team setting with team ownership of all assigned tasks.

- Perform other assigned duties as required.

7. QUALIFICATIONS REQUIRED AT HIRE (List knowledges, skills, abilities)

- Ability to understand and apply the laws, rules, policies and procedures governing assigned unit activities.

- Ability to read, write, and comprehend the English language

- Ability to use proper grammar, punctuations and spelling.

- Ability to follow written and oral instructions.

- Ability to work accurately with names, numbers, codes and/or symbols.

- Ability to work with a computer comfortably with specific knowledge of Word and Excel programs.

- Ability to file material in accordance with standard filing procedures.

- Ability to maintain accurate records.

- Ability to communicate effectively in oral expression.

- Ability to establish and maintain harmonious working relationships with others.

- Ability to handle a fast-paced, front-facing environment.

- Ability to deal tactfully with others.

- Knowledge of clerical office practices and procedures including office record keeping, office correspondence control, the types and uses of office equipment and supplies and business letter preparation.

- Skill in operating general office machines and equipment such as photocopiers, telephone systems, postage meters, calculators, paging devices, hand collators, perforators, electric staplers, shredders or similar equipment.

- Ability to exercise sound judgement.

- Ability to lift a minimum of 35 pounds.

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8. QUALIFICATIONS ACQUIRED ON JOB (List knowledges, skills, abilities)

- Knowledge of the laws, rules, policies and procedures governing assigned unit activities.

- Knowledge of the types and uses of agency forms.

- Knowledge of the proper telephone procedures for making and receiving agency calls.

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. MINIMUM ENTRANCE REQUIREMENT:

Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office work, or (B) any equivalent combination of the required experience and the substitutions below.

Candidate must be able to speak fluently in English and Spanish

Substitutions:

- A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience.*

- A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience.*

- A diploma for completion of a one-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum of one year of the required experience.*

- A diploma for completion of a two-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum of two years of the required experience.*

*Education toward such a degreeor diploma will be prorated on the basis of the proportion of the requirementsactually completed. Required/Desired Skills

Skill Required/Desired Amount of Experience Bilingual capacity in Spanish/English and fluent in both languages Required Prior experience in an admin. asst. or receptinist role. Required 2.0 Years

Skills:

Bilingual capacity in Spanish/English and fluent in both languages,Prior experience in an admin. asst. or receptinist role.