Administrative Assistant

Summary

The purpose of this role is to 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 & Requirements

• 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.
• Any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities to perform the job.
• Human Resources reserves the right to call only the most qualified candidates to the selection process.
• Depending on assignment, may require a valid Arizona Driver's License with an acceptable driving record upon hire.

Licensing/Certification Requirements

• May require a valid Arizona Driver's License with an acceptable driving record upon hire.

Examples of Duties / Knowledge & Skills

• 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.).
• Perform 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.