Administrative Assistant 3

Only W2

Onsite Position

Skill Matrix Required

Provides administrative support to either a team or individual. Duties may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and filing.



OVERVIEW
4 to 5 years of experience. Involved in a variety of administrative duties involving judgment in the application of relatively standardized administrative precedents, policies, and procedures.

DUTIES

• Badge access (onboarding and changes) - requires 1-3 hours a day because we get several emails statewide, they would follow a process and would be given access to the program (highly confidential)
• Office equipment:
  • Surplus process of equipment - this could be taking equipment to surplus to be used elsewhere or heavy trash
  • Managing supplies in general around the office (extra, layoffs, etc.)
  • Office furniture and desk chair orders - ordering, procurement

• • Office supplies:

• • Ordering, managing and keeping organized
  • Copier maintenance and toner supply
  • Organize semi-annual office clean up
  • Assist Finance with asset management review
  • Assist staff with administrative questions and internal processes (backup to Alley)
  • Coordinate with Alley to configure workspace and meeting logistics

• Meeting Space & Facility Coordination
  • Manage two conference room reservation calendars
  • Coordinate meeting space reservations
  • Ensure rooms are available and prepared for meetings
  • Troubleshoot scheduling conflicts
• Staff Onboarding Support
  • Support onboarding coordination for new staff members
  • Assist with workspace setup and office logistics
  • Help new employees navigate office procedures and resources
• Serve as Backup to Executive Assistant
  • Calendar coordination support
  • Meeting preparation assistance
  • Document preparation and administrative tasks

Required/Desired Skills

Skill Required /Desired Amount Candidate Experience High school Diploma Required 0 Prior experience in an administrative assistant position, at least 4 years Required 4 Years Previous experience in a position that demanded a high level of confidentiality Required 0 Working knowledge of Microsoft Word, Outlook, PowerPoint and Excel Required 0 Effective written and verbal communication skills Required 0 Attention to detail and proofreading skills Required 0 Organizational skills with the ability to prioritize tasks effectively and multitask Required 0 #ZR