Administrative Assistant

Summary

Responsible for provision of varied administrative support duties to a unit/department; provides support to management and staff with administrative and operational support tasks.

Essential Functions

• Performs administrative support which requires the exercise of independent judgment, the application of technical skills, and knowledge of detailed or specialized activities related to the assigned department.
• Manages databases and/or spreadsheet files and develops special report formats.
• Researches and assembles information from a variety of sources for completion of forms or preparation of reports; performs arithmetic or statistical calculations.
• Counsels and advises staff on administrative matters.
• Conducts specific projects; may obtain information from other organizations, summarize findings, and prepare recommendations.
• Provides information requiring interpretation of policies, rules, and procedures.
• Arranges meetings, including notifying attendees, reserving rooms, and coordinating lodging and/or meals.
• Organizes, maintains, and purges departmental files.
• Prepares correspondence, reports, forms, contracts, and specialized documents.
• Proofreads materials for accuracy, completeness, and compliance with policies.
• Enters and retrieves data; prepares and reviews reports for accuracy.
• Performs administrative details such as entering employee time, preparing requisitions, coordinating equipment repairs, and maintaining reference materials.
• Acts as receptionist; screens visitors and calls, directing or handling inquiries as appropriate.
• Contributes to departmental effectiveness by offering suggestions and participating in team activities.
• Promotes Pace Analytical’s mission through courteous, cooperative interactions and fostering a positive work environment.

Qualifications

• Education and Experience: High School Diploma/GED and two (2) years of administrative support experience; or an equivalent combination of education, training, and experience.
• Required Knowledge: Department policies, procedures, and functions; Administrative practices, including business correspondence and office equipment use; Proper English usage (spelling, grammar, punctuation, vocabulary); Business arithmetic (percentages, decimals); Relevant computer systems and applications; Team participation principles; Effective communication methods with staff and customers.
• Required Skills: Providing administrative support to executive and senior staff; Interpreting and applying complex policies and procedures; Exercising discretion, initiative, and independent judgment; Analyzing and resolving administrative issues; Researching and summarizing information; Composing correspondence independently; Building and maintaining effective working relationships; Managing priorities, deadlines, and follow-ups with minimal direction; Contributing to team goals and objectives; Maintaining databases, records, and documentation.

Physical/Mental Requirements

• Work requires mobility in an office setting, use of standard office equipment, and the ability to sit for extended periods.
• May require lifting up to 10 pounds.
• Requires vision to read printed materials and screens, and hearing and speech for communication.
• Working Environment: Work is performed in an office setting.

Benefits

Full-time roles are eligible for our comprehensive benefits program which includes competitive salaries, medical, dental vision, 401K retirement savings plan (100% vested immediately in the employer match), life, disability and voluntary benefits, paid time off for holiday, sick and vacation days, HSA, wellness program, flexible spending accounts, tuition reimbursement, Employee Assistance program, parental leave, optional legal coverage and ID theft.

Equal Opportunity Employer

Pace® provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, creed, color, religion, genetics, protected veteran status, national origin, sex, age, disability, marital status, sexual orientation, gender identity or expression, citizenship, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.