MI Executive Administrator

About the role

The Administrative / Receptionist is responsible for providing clerical and administrative support in order to ensure that internal and external customer services are provided in an effective and efficient manner.

Responsibilities

• Answer multi-telephone line and all incoming phone calls to the agency from the public or business contacts
• Greet the public walk-ins and business contacts and assist by screening visitors with courtesy and tact
• Input various reports throughout the month into the database program for the Inspection department; follow up with the inspector and/or mine operator for clarification of the report submitted
• Create the mine id number for new customers in the inspection database
• Compose correspondence on a wide variety of subjects
• Maintain/order office supplies, stationery and ink/toner for printer/copier machines
• Check front office equipment to ensure paper is filled, distribute faxes to the appropriate programs staff person, and replace ink as needed
• Assist the Training programs with registering customers and/or students for MSHA training classes; provide class information dates, times and process registration forms
• Sort and distribute all incoming mail to appropriate staff, date stamp and assist with creating files, mailings and copying correspondence for abandoned mine department
• Other duties as assigned as related to the position

Qualifications

Knowledge, Skills & Abilities (KSAs):

• Knowledge of business English spelling and mathematics; office policies and procedures sufficient to perform limited discretionary tasks
• Knowledge of styles and formats of correspondence reports and memos; data gathering and summarization methods/techniques, and report preparation
• Knowledge of techniques for screening incoming correspondence, visitors, and telephone calls; assignment follow-up and deadline monitoring
• Ability to speak to individuals with courtesy and tact
• Written correspondence skills, including style and formatting requirements
• Intermediate office and clerical procedures and file maintenance
• Communication skills verbally and in writing; ability to handle detailed work with accuracy and speed
• Ability to perform standard administrative functions required by manager; gather and summarize data from reports for input
• Ability to compose varied correspondence with appropriate consideration to relevant policies and procedures
• Ability to respond to the public with tact, diplomacy and appropriate timeliness
• Skills to operate a computer and Microsoft office programs (Word, Excel, Access, Outlook and FileMaker); skills with researching information on the internet
• Knowledge of secretary procedures and practices; methods and procedures for researching files to obtain specific information
• Ability to collect and format information according to general instructions
• Ability to use general office equipment and type letters
• Ability to deal with the public using appropriate tact, resourcefulness and alertness, follow-up and deadline monitoring
• Ability to review a report and determine that all areas are filled in and completed
• Ability to screen incoming correspondence, visitors, and telephone calls
• Ability to use various computer applications (i.e. Microsoft Word, Excel, Gmail Suite, etc.)
• Ability to compose correspondence (letter, memo, email and/or fax)
• Ability to research a database and update the files; enter and interpret forms for data entry
• Ability to follow written and oral instructions

Preferred qualifications

• Responsible experience in a position requiring skill in oral and written communication, initiative, judgment and independence in the performance of duties; or an Associate of Arts degree

Pay

Hourly Pay Range: $15.34 - $21.50  |  Grade: 17

Schedule

Full-time

Benefits

The State of Arizona offers a comprehensive benefits package to include:

• Health and dental insurance
• Retirement plan (Arizona State Retirement System - ASRS; enrollment eligibility becomes effective after 27 weeks of employment)
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
• Vacation plus 10 paid holidays per year
• Sick leave
• Paid Parental Leave program

This response is AI-generated, for reference only.