Administrative Assistant 3/4

Essential Duties/Responsibilities

• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• Use computers for various applications, such as database management or word processing.
• Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
• Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Maintain scheduling and event calendars.
• Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
• Complete forms in accordance with company procedures.
• Conduct searches to find needed information, using such sources as the Internet.
• Open, read, route, and distribute incoming mail or other materials and answer routine letters.
• Learn to operate new office technologies as they are developed and implemented.
• Order and dispense supplies.
• Maintain purchasing processes of departmental expenditures utilizing a purchasing card or requisitions.
• Establish work procedures or schedules and keep track of the daily work of departmental staff.
• Provide services to customers, such as order placement or account information.
• Arrange conference, meeting, or travel reservations for office personnel.
• Complete travel and employee reimbursements.
• Provide training and orientation to new staff within the department.
• Manage projects or contribute to committee or teamwork.
• Cook up conferences, meetings, or special events, such as luncheons.

Minimum Qualifications

• Level 3: Extensive knowledge in specialized functions. A wide and comprehensive acquaintance with and understanding of both general and specific aspects of the job and their practical application to complex problems and situations ordinarily encountered. Ability to follow written and oral instructions. Work effectively as a team member and individually. Exhibit sound judgment and good listening skills. Maintain confidentiality to sensitive matters. Must be willing to cover other shifts and assignments as required. Establish and implement effective office procedures. Communicate effectively and professionally with internal and external customers. Computer and software skills: You should be comfortable using Microsoft Office, email, and the internet. Multitasking skills: The ability to juggle several demands at once. Organizational skills: You must be detail-oriented and organized, able to locate a document or recall protocol at a moment's notice. Decision-making skills: be able to prioritize and make time-effective decisions. Attention to detail. Desire to be proactive and create a positive experience for others. Verify work is performed in accordance with procedures and applicable Federal, State, DOE regulations. Excellent written and verbal communication skills.
• Level 4: Excellent written and verbal communication skills. Experience working in a dynamic office environment performing a variety of administrative office duties. Demonstrated experience establishing and implementing effective office procedures. Experience researching problems and working to resolve them in a professional and timely manner. Ability to follow written and oral instructions. Work effectively as a team member and individually. Exhibit sound judgment and good listening skills. Maintain confidentiality to sensitive matters. Must be willing to cover other shifts and assignments as required. Strong computer and software skills in the areas of Microsoft Office, email, and the internet. Attention to detail, advanced organizational and decision-making skills, Business professional attire.