Administrative Assistant-27-009

About the role

The role requires a candidate who can perform a variety of administrative tasks, from preparing correspondence and maintaining databases to handling incoming calls and managing office supplies.

Responsibilities

• Prepares correspondence, documents, records and other written material in final or draft form using computer software from handwritten, rough drafts, marked copy, oral recordings or data from various equipment as the source material.
• Composes and prepares correspondence on matters where policies and procedures are well defined.
• Maintains and updates database/spreadsheet records on a personal computer utilizing Microsoft Excel.
• Establishes and maintains confidential and general office files, both paper and electronically.
• Monitors and tracks status of program activities.
• Screens callers and visitors to determine the nature of the inquiry, answers questions on established policy and procedure and/or refers to appropriate party or office.
• Prepares mailings.
• Orders office supplies and maintains inventory of supplies and equipment.
• Acts as a receptionist, answers telephone and personal inquiries, routes visitors and calls, secures and gives out routine information relating to office operations and activities.
• Provides clerical assistance, as needed.
• Enters data into the computer.
• Enters statistical data on manual or computerized forms.
• Sorts and files correspondence, checks, vouchers, index cards or other materials in accordance with office procedures.
• Makes simple arithmetic calculations, computes data from requisitions, statistical reports, time reports or other records.
• Utilizes office equipment including phone system, copiers, printers, etc. Records and delivers messages.

Requirements

• Education: A High School Diploma or equivalency, or higher level of education, is required.
• Skills and Attributes: Thorough knowledge of modern office terminology, procedures, equipment and business English; thorough knowledge of the principles and techniques of office management and clerical processing; ability to handle routine administrative details independently; ability to operate a personal computer and utilize Microsoft Office (Outlook, Word, Excel) at an acceptable rate of accuracy and speed; ability to analyze and summarize information in both narrative and numerical form; ability to prepare and maintain program records and routine reports; ability to communicate effectively both orally and in writing; ability to establish and maintain effective working relationships with others; ability to organize and maintain office files; ability to collect information from various sources for program operations; physical condition commensurate with the demands of the position; professional dress and appearance, punctuality and reliability.

Qualifications

All candidates should possess the following skills and attributes:

• Thorough knowledge of modern office terminology, procedures, equipment and business English.
• Thorough knowledge of the principles and techniques of office management and clerical processing.
• Ability to handle routine administrative details independently.
• Ability to operate a personal computer and utilize Microsoft Office (Outlook, Word, Excel) at an acceptable rate of accuracy and speed.
• Ability to analyze and summarize information in both narrative and numerical form.
• Ability to prepare and maintain program records and routine reports.
• Ability to communicate effectively both orally and in writing.
• Ability to establish and maintain effective working relationships with others.
• Ability to organize and maintain office files.
• Ability to collect information from various sources for program operations.