Administrative Assistant_Maintenance & Operations

Administrative Assistant_Maintenance & Operations

Performs a variety of clerical and secretarial duties in a department or location. Assists and directs visitors, and resolves administrative problems and inquiries; composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents.

This position description indicates in general the nature and levels of work, knowledge, skills, and abilities. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required or assigned or this position.

Job duties and responsibilities:

• Serves as the first point of contact for the department.
• Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor.
• Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.
• Screens incoming calls and correspondence; exercises judgment and responds accordingly; receives, sorts, logs, and routes mail.
• Arranges travel, prepares and submits travel-related documents, and maintains travel information as necessary.
• Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, work orders, and other documents and communications from drafts, recordings, or verbal instruction as requested.
• Coordinate and input purchase requisitions for department. Gather all necessary documents for PR's and ensures copies for department and business office are submitted.
• Acts as primary liaison for department with students, staff, faculty, and outside constituents.
• Assist Supervisor in processing timesheets to payroll.
• May assists student organizations with administrative support.
• Schedules workshops, instructors, and rooms; assists instructors with course setup and other training requirements.
• Produces or coordinates the production of material required by department.
• Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling.
• Maintains financial records; processes accounts payable, purchasing, book orders, and travel documents.
• Schedules department events and activities; classroom schedules, manages departmental or manager's calendar.
• Attends meetings and takes minutes as requested.
• Establishes and maintains an effective filing and retrieval system.
• Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintenance and repair.
• Photocopies, collates, distributes, and files documents.
• Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes.
• Maintains inventory of office supplies.
• Maintains confidentiality of all privileged information.
• May provide guidance to work study students and tutors.
• Performs other duties as assigned.

Minimum qualifications/requirements:

• Associate's Degree in Business Administration or related field. A Bachelor's degree in the same discipline is preferred.
• Three (3) years administrative, customer service or secretarial experience is required.
• Must be able understand and speak conversational Navajo.
• Valid and clean state driver's license.
• Must be able to pass background check, with NO prior convictions of any felonies.

Knowledge, skill and ability requirements:

• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of planning and scheduling techniques.
• Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint).
• Organizing and coordinating skills.
• Database and records management skills.
• Ability to create, compose, and edit written materials.
• Ability to make administrative/procedural decisions and judgments.
• Ability to gather data, compile information, and prepare reports.
• Ability to carry out instructions furnished in verbal or written format.
• Ability to work independently with minimal supervision.
• Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
• Ability to maintain confidentiality.
• Ability to handle multiple tasks and meet deadlines.
• Ability to communicate effectively in the Navajo and English language.
• Ability to work as a team member in a structured working environment.

Physical demands:

• While performing the duties of this job, the employee may be required to sit for prolonged periods, walk and stand.
• Use hands for dexterity of motion, repetitive movement of both hands.
• Have normal auditory, visual acuity, and verbal communications skills.
• The employee must occasionally lift and/or move up to 15 pounds.

Work environment:

• Work is generally performed in office setting.
• Tight time constraints and multiple demands are common.
• Evening and/or weekend work may be required. Extended hours and irregular shifts may be required.

Navajo Technical University