Administrative Assistant - Kennett, Missouri Regional Office

Job Responsibilities

• Use a variety of office equipment, such as fax machines, photocopiers, scanners, and videoconferencing.
• Be able to use several types of telephone systems along with email programs.
• Cover incoming correspondence, including faxes and email.
• Schedule and coordinate meetings, appointments, and travel arrangements for managers or supervisors.
• Receive visitors and program applicants/participants in a customer-oriented manner.
• Give program information to callers and visitors and direct to appropriate staff member.
• Maintain supplies inventory by checking stock, anticipating needed supplies, placing, and expediting orders for supplies, and verifying receipt of supplies.
• Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques.
• Aid in negotiating with vendors on office equipment and/or supplies.
• Create and revise office systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and maintain HR files.
• Prepare and modify documents including correspondence, reports, drafts, minutes, contracts, memos, emails, and other documents as requested.
• Manage financial records, files, receipts; track invoices, billings, program data such as performance indicators, mailing lists, as well as other office records.
• Assist in coordination of planned activities, workshops, conferences, travel arrangements, venue arrangements.
• Provide technical assistance, training, and support to fresh staff as needed.
• Attend meetings, conferences, workshops, and perform special projects and other related duties as assigned.

Qualifications

• Two years of vocational trade or equivalency supplemented by 2 years of college level work or equivalent experience of at least 2 years.
• Demonstrated ability either through education and/or experience, knowledge of corporate office protocol and customer service-oriented practices and procedures.
• Demonstrated ability to speak clearly, pleasantly, and courteously, and must possess good listening/comprehension skills.
• Must possess good organizational skills; be able to digest program facts and interpret them to visitors and applicants for services.
• Knowledge and experience in recent computer software, word perfect/Microsoft Word, excel, with demonstrated ability to type minimum of fifty words per minute.
• Bilingual Spanish speaking preferred.

Work Environment, Physical, And Sensory Demands

• Frequently required to stand, walk, sit, and bend.
• Occasionally required to lift and/or move up to 20 lbs.
• Frequently exposed to moderate temperatures, generally encountered in a controlled temperature environment and outside setting.
• Nice exposure to noise level in this work is usually semi-moderate.
• Tools & Equipment Used: iPad, iPhone, laptop computers, projectors, copy/scanner machine, computer.
• Be able to scan documents and encrypt documents as necessary.
• Usage varies by position.

Additional Eligibility Requirements

• Employment with UMOS is contingent upon successful completion of a criminal background check prior to starting.
• UMOS is an equal opportunity Affirmative Action employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.