Administrative Assistant

Summary

The Administrative Assistant’s primary duty is performing a full range of standard secretarial and administrative support services for multiple supervisors or staff. Rather than performing a single task, this position requires responsibilities that change with the needs of the office/department/program.

Essential Job Functions

• Produces standard correspondence, memos and reports from drafts.
• Proof reads and edits material for appropriate grammar, spelling and format.
• Maintains calendars and daily schedules.
• Schedules appointments and meetings for staff, supervisors and managers.
• Attends meetings to record minutes as required.
• Presents and processes office administrative paperwork, such as employment requisitions, employee time sheets, expense vouchers, invoices, etc.
• Reviews and processes non-routine paperwork associated with departmental functions, such as purchase requisitions, statistical activity/performance reports, work orders, etc.
• Maintains and processes Petty Cash, securing cash box and assuring petty cash balances are accurate, including maintaining, reconciling, and securing a company checking account.
• Ensures adequate inventory of office supplies and basic maintenance of office equipment.
• Captures and coordinates timely repair of office equipment.
• Sets up and maintains confidential, sensitive files and records for multiple functions, ensuring efficient retrieval of information.
• Serves as the liaison to company vendors, staff, etc.
• Aids in gathering data and preparing a variety of documents and reports using established formats.
• Maintains various databases such as the Network’s Census system.
• Tracks and monitors company devices such as cell phones, computers and pagers/beepers, including ordering, tracking and the reclaiming of equipment from terminating employees.
• Maintains records in accordance with State, Federal and company regulations and policy as required.
• Aids in various Human Resources related tasks as required.
• Performs duties of Associate Administrative Assistant as required.
• Aids other administrative staff with special projects and overflow work as needed.

Supervisory Responsibilities

None required

Minimum Knowledge And Skills Required By The Job

• Education And Experience: High school diploma or equivalent Two years’ experience in administrative support.
• Certificates, Licenses, And Registrations Required: None required
• Other Skills And Abilities: N/A
• Other Requirements: Travel as needed

Physical Requirements

Light work. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.