Administrative Services Assistant

Responsibilities

• Greet trainees as they enter the building, determine their needs, answer questions, and grant access to training area.
• Answer, screen, and direct inbound calls.
• Affix copies, prepare workbooks, and other materials for handout.
• Provide coverage for Training Officer when they are out of the office.
• Affix classroom each day by ensuring a neat and orderly environment, ensuring snacks/water are stocked, and reporting maintenance issues.
• Affix agency schedules and update them using Microsoft Excel.
• Perform data entry into Learning Management System (class attendance, roster creation, etc.).
• Affix training logistics and planning (example: scheduling classes and meetings, ensuring room availability, assisting with travel arrangements, managing inventory and ordering supplies).
• Prepare grant contracts (mail merging templates off Excell worksheet)
• Review documents for accuracy
• Reconcile invoices for reimbursement
• Maintain notes
• Saving email documentation

Qualifications

• Associates Degree or Bachelor’s Degree preferred in any field of study.
• Candidates with at least seven years of experience providing administrative assistance, secretarial, office management, assistant management, or similar role will be considered.
• Grant management experience is helpful, but we will train the right candidate.

Skills

• Customer Service Skills – Ability to greet and assist visitors with a professional demeanor, manage customer inquiries, and provide general support with a focus on excellent service.
• Communication Skills – Strong verbal and written communication skills.
• Organizational Skills – Proficient in managing schedules, planning logistics, and handling multiple tasks simultaneously.
• Technical Skills - Must be proficient with Microsoft Word and Excel.
• Problem Solving Skills – Must be able to identify issues and implement or suggest solutions.
• Initiative and Independence – Capable of working independently to manage time effectively, prioritize tasks, and take initiative especially when the Training Officer is unavailable.