Administrative Assistant

Administrative Assistant

The Administrative Assistant provides regular clerical and administrative support to Club staff; prepares correspondence and reports, maintains schedules and calendars; answers telephones and maintains electronic and hard copy files.

Responsibilities

• Perform regular secretarial duties, preparing correspondence and reports as requested by supervisor and composes draft letters following established formats. Proofread all materials for accuracy prior to supervisory review and signature.
• Maintain supervisor's calendar, scheduling meetings and making logistical and travel arrangements necessary for internal and external meetings. May prepare meeting agenda and minutes, as requested.
• Maintain master schedule of Club activities and events, collecting and disseminating information to Club staff, volunteers, members and families as instructed.
• Answer telephones, providing general information, referring callers to other staff or taking messages as necessary.
• Maintain electronic and hard copy filing systems, making sure they are accurate and timely and facilitate easy retrieval of information.
• Monitor office supply inventory and order supplies as necessary.
• May be responsible for managing inventory of office equipment and service contracts, performing routine maintenance and contacting service representatives as needed.
• May serve as Club receptionist, greeting members and visitors and maintaining attendance and visitor logs.
• May monitor and log staff attendance and transmit attendance data to payroll.
• May use data tracking systems to track average daily attendance (ADA) and youth and teen participation.
• Perform other related secretarial or administrative duties as requested.

Qualifications

• High school diploma or equivalent
• One year of office clerical experience
• Training in secretarial skills and use of common office equipment
• Typing/keyboarding skills of at least 50 wpm
• Good written and verbal communication skills
• Good organization skills and attention to detail
• Strong customer relations skills
• Able to maintain strict confidentiality

DISCLAIMER:

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.