Administrative Assistant - Middlebury, Vermont

Job Description

Job Description

Summary of position

The Administrative Assistant oversees and facilitates the efficient operation of each assigned department by managing a variety of clerical and administrative tasks.

Essential Functions

1. Assist in the coordination, control, and completion of special projects as requested (i.e., business license renewals, Medicaid-related items, Intake Cases).

1. Receives, sorts, scans, and distributes incoming office mail via email.

1. General office duties to include: receiving, sorting, and distributing incoming and outgoing mail; tracking certified and priority mail; sending and receiving faxes daily, etc., and performs other routine office duties as needed (i.e., Fed Ex).

1. Organizes and maintains inventory of general office materials/supplies (i.e., Staples).

1. Assist with handling, organizing, ordering, and managing Columbus certificates of insurance.

1. Assist with troubleshooting of Columbus’ physical locations (i.e., office repairs, tickets).

1. Developing form letters, reports, forms, schedules, records, and other documents.

1. Protecting the privacy and security of information about our company’s operations, employees, survey respondents, clients, and individuals at all times.

1. Bids & Contracting Only

• Assist with RFP reviews as needed (i.e., Daily List, State Pages).
• Update Salesforce as requested.
• Assist with managing various leases/agreements.

Position Requirements

1. Three years of secretarial or office clerical work experience.

1. A high school diploma or its equivalent can substitute for one year of the required work experience.

1. Occasional evening and weekend work may be required as job duties demand.

1. Required to speak and listen with prolonged periods of sitting at a desk and working on a computer.

1. Frequently lifts and moves up to 10 pounds.

1. The employee is regularly required to stand, walk, sit, and use hands to handle devices or use writing tools.

Skills, Knowledge & Abilities

• Ability to communicate effectively.

• Ability to plan, organize and coordinate work assignments.

• Ability to utilize problem-solving techniques

• Ability to establish and maintain effective working relationships with others.

• Ability to use correct spelling, punctuation, and grammar.

• Ability to type letters, memoranda, and other standard business forms in correct format.

• Ability to operate general office equipment.

• Ability to collect, record and analyze data relating to records or operational procedures.

Travel/Work Environment

• This is a hybrid position. Hire will be required to work both remotely and in the office.
• Candidates must be able to work from the office located in Middlebury, Vermont.

The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time.

AAP/EEO Statement

The Columbus Organization provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, The Columbus Organization complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

The Columbus Organization expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of The Columbus Organization’s employees to perform their job duties may result in discipline up to and including discharge.

​