Administrative Assistant

PURPOSE OF THE JOB

The purpose of this job is to provide basic to moderately complex administrative support to a specific department or area. This position exists to facilitate efficient and effective operations and a superior customer experience.

Essential Duties And Responsibilities

• Covers appointments, meetings and events
• Screens visitors and telephone calls, notifying appropriate personnel for friendly service
• Arranges meetings, schedules appointments and orders supplies
• Makes travel arrangements for department personnel or hosted visitors
• Prepares and distributes communication, agendas and meeting materials
• Maintains minutes or records of attendance as requested
• Provides program/project support for assigned department initiatives
• Maintains calendars and project plans for department initiatives
• Provides program and materials distribution and tracking
• Composes and distributes correspondence, documents, reports, presentations, and other materials
• Ensures accuracy of content and timely reproduction as appropriate
• Collects and verifies data, and conducts simple analyses
• May create, maintain, and update various information databases or other technology tools
• Affords program/project support
• Reviews monthly budget and prepares variance reports for department leadership
• Generates and reconciles purchase orders and invoices for department spend
• Conducts monthly department credit card reconciliation and creates expense reports
• Prepares check requests, assists with department Team Member expense reports, and provides other budget/financial assistance as requested
• Collects information, drafts proposed spend and works closely with department leadership to prepare budget
• Responds to general inquiries concerning department activities in accordance with established policies and procedures
• Establishes and maintains record keeping and filing systems; classifies, sorts and files correspondence, records and other documents
• Opens, sorts, prioritizes and distributes mail on a daily basis
• Maintains inventory and orders supplies and other items on behalf of department
• Supervises none

Education And Experience

• High School Diploma or GED required
• Associates degree from a two-year college with a major or emphasis in Business Administration or related field a plus
• Minimum 1 year of experience in an administrative position using Microsoft Office Suite and encompassing program/project support responsibilities; or equivalent combination of education and experience

Certificates, Licenses, Registrations

• No required; however, notary designation may be necessary depending on unit or department need

Knowledge And Skills

• Experience and/or education in Business Mathematics and administrative processes, Budgeting or other areas involving working with numbers and data
• Specific functional knowledge related to department may be required
• Ability to effectively present information to coworkers and supervisors on a one-on-one basis and to organize information in a presentation is required
• Proficient in Microsoft Word, Excel, PowerPoint and Visio as well as program/project support

Physical Requirements

• Office environment - no specific or unusual physical or environmental demands and employees are regularly required to sit, walk, stand, talk and hear

WORK ENVIRONMENT

This position operates in an office environment and requires the frequent use of a computer, telephone, copier, and other standard office equipment.