Administrative Assistant I

About the role

Performs entry-level administrative support or technical program assistance work. Work involves preparing and disseminating information, maintaining tracking and records management systems, entering and verifying data in automated systems, and providing administrative support to management and staff.

Responsibilities

• Prepares and disseminates information concerning agency programs and services.
• Maintains various tracking and records management systems.
• Affords assistance in preparing, editing, and distributing correspondence, documents, forms, reports, publications brochures, and studies.
• Affords assistance in general office duties such as processing incoming/outgoing mail; maintaining and ordering supplies; and assisting with general human resources work.
• Affords assistance in compiling and entering data for spreadsheets, charts, graphs, databases, summaries, or reports.
• Affords assistance in scheduling and providing support for meetings, conferences, and seminars.
• May afford assistance in answering and routing incoming phone calls, taking messages, and greeting and directing visitors to the appropriate staff.
• Might review applications for agency services to ensure forms are filled out completely and accurately, and requests missing information and documentation.
• Performs a variety of related duties not listed, to be determined and assigned as needed.
• Performs all duties in compliance with agency safety policies and procedures:
• Reports safety hazards and corrects hazards when possible.
• Completes required documentation in the event of an accident/injury within requested timeframes.
• Attends work on a regular and predictable schedule in accordance with agency attendance and leave policies.

Requirements

• Knowledge of agency policies and procedures.
• Knowledge of office practices and administrative procedures.
• Knowledge of Business English, spelling, and punctuation.
• Skill in the use of a personal computer, applicable software, and other standard office equipment.
• Skill in office organization.
• Ability to perform data entry functions.
• Ability to understand and follow written and oral instructions.
• Ability to establish and maintain strict confidentiality of sensitive information.
• Ability to work under pressure and in stressful conditions.
• Ability to establish and maintain effective working relationships with others.
• Ability to type with appropriate speed and accuracy for assignments.
• Ability to communicate effectively, both orally and in writing.
• Ability to work more than 40 hours per work week.

Physical Requirements

• Analyzing
• Communicating effectively, orally and in writing
• Seeing
• Hearing (with or without aid)
• Heavy lifting, up to 25 lbs.
• Heavy carrying, up to 25 lbs.
• Pulling
• Pushing
• Sitting
• Repeated bending
• Operating motor equipment
• Reaching above shoulder
• Grasping
• Identifying colors
• Alphabetizing