Administrative Assistant

Job Description

Job Description

Description:

Position Summary:

Administrative Assistants are responsible for the efficient operation of the office by performing a variety of tasks, including, but not limited to, document production, filing, greeting visitors, telephone reception, scheduling appointments, and meetings, ordering office supplies and processing work orders.

Pay Range: $21.00 to $27.30 per hour

Essential Duties:

· Interact with clients, staff, and visitors while maintaining confidentiality in all aspects of client, staff and agency information.

· Manage daily administrative tasks, including answering phones, scheduling, and organizing documents.

· Perform general clerical duties to include, but not limited to, scanning, copying, faxing, mailing, filing, answering phones, and data input.

· Collaborate with department to ensure efficient cross-functional communication.

· Maintain reception area, conference rooms, and kitchen areas clean and organized.

· Managing incoming and outgoing mail and shipments.

· Complete tasks in the community with personal automobile including completion of local mail run to the campus and post office.

· Manage office supplies, equipment, and facilities, coordinating with vendors as needed.

· Managing office systems, including filing systems, databases, and spreadsheets.

· Maintain office calendar to coordinate workflow and meetings.

· Maintain an office environment that is consistent with existing contracts, licensing regulations and agency-established policies.

· Assist in coordinating logistics for meetings and events and attend as needed.

· Reviewing and updating health and safety policies, and ensuring they're observed.

· Assist in grants and contracts submissions.

· Assists with additional duties and tasks that arise based on agency and program needs.

Minimum Qualifications:

· Proven experience as an administrative assistant or similar role.

· Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook.)

· Excellent organizational and time-management skills.

· Strong communication and interpersonal abilities.

· Ability to work independently and as part of a team.

· Ability to juggle multiple projects and duties with superb accuracy.

· Strong organizational skills with the ability to manage multiple tasks and deadlines.

· Exceptional customer service skills, over the phone and in person, with our customers and internal departments.

· Strong sense of urgency, problem-solving skills, self-motivated and self-starter.

· Excellent verbal and written communication skills are required and or bilingual Spanish/English preferred and will result in additional stipend to pay.

Must be able to operate standard office equipment and be computer literate. Applicant must possess a current drivers license and auto insurance as well as clear all necessary background checks. Applicant should possess excellent verbal, written, analytical and problem-solving skills. Must be able to communicate effectively and follow both oral and written instructions.