Administrative Assistant

About the Role

Ensure smooth daily operations, effective communication, and accurate processing of a wide-variety of administrative tasks and receptionist duties by providing comprehensive administrative support to the Finance and Procurement Division.

Minimum Qualifications

Education and/or Experience: High School Diploma or GED and two (2) years of experience in administrative support in office environments, customer service and office coordination, and document control OR any equivalent combination of education, training and experience that provides the required knowledge, skills and abilities to perform the job. Additional education cannot be substituted for experience. Human Resources reserves the right to call only the most qualified candidates to the selection process.

Licensing/Certification Requirements: Depending on assignment, may require a valid Arizona Driver's License with an acceptable driving record upon hire.

Essential Duties

• Provide positive customer interactions; respond to internal and external inquiries and requests for documents or assistance; and escalate inquiries or complaints as necessary.
• Maintain and update records, files and databases according to retention schedules and facilitate information security and maintain confidentiality and compliance according to requirements.
• Facilitate the purchase of supplies and/or services; create, verify and process requisitions, purchase orders, invoices, etc.; and track and reconcile expenditures.
• Prepare and provide reports for area of assignment.
• Maintain and update event schedules and calendars.
• Prepare, update and proofread a variety of correspondence.
• Schedule appointments, meetings and interviews.
• Attend meetings, may take and transcribe notes.
• May assist with event coordination, setup and support.
• Provide a variety of administrative support (e.g. maintaining supplies, processing incoming and outgoing mail, ordering business cards, submitting or directing work orders, making travel arrangements, etc.).
• Performs other duties of a similar nature and level as assigned.

Required Knowledge & Skills

Knowledge of:

• Familiarity with general office procedures and administrative support functions.
• Awareness of records management, confidentiality and compliance protocols.
• Essential grasp of customer service principles and communication practices.
• Working knowledge of calendar and event scheduling tools.
• Understanding of department-specific policies.
• Using a computer and related software, including video editing and document control.

Skill in:

• Providing customer service to internal and external stakeholders.
• Data entry, file management and recordkeeping accuracy.
• Scheduling meetings and facilitating calendars.
• Preparing and proofreading correspondence and reports.
• Administrative support tasks.
• Communication and interpersonal skills to exchange information and receive work direction.

Physical Demands / Work Environment

Work is performed in a typical office setting with routine use of standard office equipment. This role typically requires balancing, stooping, kneeling, crouching, reaching, pushing, lifting and mobility to work in a typical filing and document storage setting requiring the physical exertion of up to 20 lbs. frequently; sitting most of the time. This role typically requires sitting, handling, fine dexterity, visual acuity, hearing, speaking, walking, standing, lifting, carrying, pushing/pulling, reaching, twisting, foot controls, time pressure, tedious or exacting work, changing of tasks, multi-tasking, irregular work schedule/overtime and working with others on a team.