Administrative Assistant

POSITION SUMMARY

Provides administrative support to assigned department. In addition to typing, organizing, and scheduling, performs duties such as reviewing departmental payroll and expenses, coordinating meetings, conferences and special projects. Initiates correspondence and assembles highly confidential and sensitive information. Independent judgment is required to plan, prioritize and organize diversified workload.

ESSENTIAL FUNCTIONS

• Anticipates and plans for the on-going needs of the Department. Alerts manager of important deadlines and time sensitive issues. Organizes activities such as meetings, trainings, corporate events and conferences

• Answer and refer telephone calls or other inquires to ensure accurate and timely communications are facilitated, taking responsibility for helping the caller. Also responsible for initial contact and timely follow-up

• Reviews times records, expenses, and receipts of service, resulting in accurate records and compliance.

• Develops, implements, and maintains organizational systems to facilitate the retrieval of client and staff data and information.

• Writes, revises, edits, proofreads, and distributes, upon review and approval, departmental correspondence reports, memos, letters and projects for notes or drafts.

• Assists with managing events held by the corporate office - point of contact for events, on-site event logistics, vendor contact, collaborates with other departments

• Provides all general clerical support, including but not limited to copying, typing, sorting, organizing, recording keeping and data entry.

• Works independently and within a team on special non-recurring and on-going projects. Acts as project leader on special projects, at the request of the Executive Administrator to the President/CEO, which may include planning and coordinating training, events etc. Creates and maintains effective interpersonal working relationships

• Completes all other projects as assigned by Executive Administrator the President/CEO.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Associate's degree and two years of relevant experience, or high school diploma or general education degree (GED) with five years applicable work experience. Must possess excellent interpersonal skills to handle sensitive and confidential situations, as position continually requires demonstrated poise, tact and diplomacy.

LANGUAGE SKILLS

Ability to read and interpret general business periodicals and professional journals. Ability to write reports and business correspondence. Proficient communication and interpersonal relations skills. Ability to effectively present information and respond to questions from the Board of Directors, employees, clients and family

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Must have knowledge of and proficiency in a variety of computer software applications in electronic mail, word processing, spreadsheet, database and presentation software.

REASONING ABILITY

Ability to apply critical thinking skills, initiative and sound judgment to carry out responsibilities. Some analytical ability is required to gather and summarize data and prepare reports in written, oral, or diagram form. Competency in prioritizing multiple and competing projects and demands to ascertain problems and implement solutions to various administrative issues.

PHYSICAL DEMANDS

The physical demands described here are representative of those required to perform in an administrative position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear, use hands to finger, handle, or feel; and reach with hands/arms. The employee is occasionally required to stand; walk and lift and/or move up to 20 pounds.