Executive Secretaries and Administrative Assistants

Job Title

Job Overview:

Pay Range: $25hr - $26hr

Requirement/Must Have:

• High School Diploma (or equivalent).
• 1+ years minimum experience working in an office setting.
• Excellent working knowledge of Microsoft Office applications (specifically Word, Excel, PowerPoint, and Outlook).
• Ability to handle multiple, shifting priorities.
• Strong organizational and communication skills (written and verbal).
• Ability to maintain and work with electronic databases and systems.

Responsibilities:

• Answer, screen and transfer incoming phone calls to appropriate staff.
• Receive and direct visitors and clients.
• Perform general clerical duties including photocopying, faxing, scanning, and mailings as delegated.
• Maintain electronic and hard copy filing systems in both the P-drive and in the bureau’s designated file room.
• Retrieve documents from filing system as requested.
• Complete requests for information and data by staff.
• Prepare letters of good standing and license verifications for the Director’s signature.
• Open, sort and distribute incoming correspondence.
• Maintain office supply inventories.
• Coordinate requests for maintenance of office equipment.
• Maintain Excel spreadsheets for the monthly website updates for Open Firms, Closed Firms, Registered Residents and active Licensed Funeral Directors.
• Process cash-lined checks for submission to the Bureau of Accounts Management.
• Prepare and assemble registered resident packets for mailing to applicants.
• Prepare the law exam candidate information packets for distribution to applicants.
• Perform other duties as requested by staff.
• The successful candidate should be reliable, dependable, punctual, highly motivated, detail-oriented and able to function efficiently and effectively in a fast-paced work environment.

Nice to Have:

• Bachelor’s Degree or higher.
• Strong verbal communications skills.
• Ability to handle multiple tasks.
• Good organizational skills and the ability to work independently.
• Experience with Excel, Outlook, Word, tracking as well as scheduling of meetings.