Job Description :

Examples of Essential Functions :

• Provide clerical, administrative, and data entry support.
• Collect, review, and analyze data; prepare reports, charts, budgets and other presentation materials, take meeting minutes, and prepare written reports.
• Schedule, coordinate, and maintain calendar appointments and department meetings.
• Coordinate office and / or departmental operations.

Examples of Duties :

• Collect and assemble data and department reports.
• Assist other departments with Administrative support.
• Maintain accurate department and Operator attendance records, files and reports.
• Compile and type memos, letters, meeting notes and other correspondence.
• Answer telephones, take and distribute messages, and respond to emails.
• Respond to departmental inquiries and resolve information requests.
• Post notices and neatly maintain notice boards.
• Schedule department meetings and coordinate conference rooms and community spaces.
• Manage incoming and outgoing correspondence, including emails, faxes, mail, and packages.
• Create and accurately update spreadsheets and monthly reports.
• Maintain, organize, and file records, receipts, spreadsheets, databases, and confidential documents.
• Reconcile department spending, and track department budget and expenses.
• Process invoices and expense reports, compile travel authorizations and route for approval.
• Submit work orders, schedule, and maintain general office space and equipment.
• Open and sort mail.
• Purchase and keep inventory of supplies and equipment.
• Submit work orders to maintain the office building and Operator's area as needed.
• Perform all job duties and responsibilities in a safe manner to protect one self, fellow employees and the public from injury or harm.

Promotes safety awareness and follow safety procedures in an effort to reduce or eliminate accidents.

Perform other duties as assigned.

Supervision :

Works under the supervision of the Base Manager, Assistant Manager, and department staff, who establishes goals and objectives and evaluates performance.

Minimum Qualifications :

• Sufficient education, training, and experience to demonstrate the knowledge and ability to successfully perform the essential functions of the position.
• Development of the required knowledge and abilities is typically obtained through but not limited to :
• High School Diploma or GED equivalent.
• Three() years of full-time Administrative or Executive Assistant experience.

Preferred Qualifications :

• Must be proficient in Microsoft (Word, Excel, OneDrive, and Teams)
• Must communicate effectively with staff and other departments.
• Must have good writing and communication skills.
• Must be able to perform duties and support functions with minimal supervision.
• Must have good organization and time management.
• Experience with PeopleSoft or another enterprise HRIS software.
• Experience in a represented or union environment preferred.
• Public Sector experience is desirable.

Last updated : 2024-05-07