Administrative Assistant

Job Description

Job Description

 

Job Title: Administrative Assistant

FLSA Status: Exempt; Salary

Date: October 6, 2026

 

Position Summary:

The Administrative Assistant operates a multi-line telephone system to answer incoming calls; directs callers to appropriate personnel and completes a variety of administrative duties. 

Essential Duties and Responsibilities:

· Answers all incoming calls and directs and forwards as appropriate.

· Answers questions about organization and provides callers with address, directions, and other information.

· Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel. 

· Updates appointment calendars.

· Receives, sorts, and routes mail, including publications.

· Maintains fax machines, assists users, send faxes, and retrieves and routes incoming faxes.

· Orders, receives, and maintains office supplies.

· Creates and prints fax cover sheets, memos, correspondence, reports and other documents.

· Performs other clerical duties such as filing, photocopying, and collating.

Minimum Skills and Competencies:

The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Identifies and resolves problems in a timely manner 

· Gathers and analyzes information skillfully

· Identifies alternate solutions to current problems

· Strives to continually build knowledge and skills

· Responds promptly to customer needs and solicits feedback to improve customer service

· Focuses on solving problems and not assigning blame

· Maintains confidentiality

· Keeps an open mind in difficult situations

· Honors and meets commitments

· Greets guests

· General upkeep of office environment

· Ordering necessary office and kitchen supplies

 

 

Technical Skills & Experience:

· One-year certificate from college or technical school or 3 to 6 months related experience or training

· Language skills that include reading comprehension, written correspondence, and basic presentation skills

· Professional phone etiquette and interpersonal skills

· Basic math skills that allow for computation ratios, percentages, and graphs

· Experienced in Microsoft Office (Word, Excel, Outlook, PowerPoint)

 

Physical Demands :

 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Prolonged periods sitting at a desk and working on a computer

· Moderate stress due to regular deadlines and daily challenges 

· High finger dexterity while typing documents and forms

· Occasionally lift up to 20 lbs.

 

Work Environment : 

 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job, and reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Work is done in a temperature-controlled, non-smoking office 

· Workstations are cubicles with moderately high sides

· The noise level in the work environment is usually moderate

 

 

 

This job description is intended to describe the essential job responsibilities associated with this position. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the position. As a term of your employment, you may be required to undertake such other duties as may reasonably be required of you in the post and department mentioned above. Failure to meet the expectations outlined above or any further instance of unsatisfactory performance or policy violation can result in additional discipline up to and including termination.