Administrative Assistant

SUMMARY

Provide administrative support to all directors and/or managers. Duties include general clerical, receptionist, and project based work. Project a professional organizational image through in-person and phone interaction.

ESSENTIAL DUTIES AND RESPONSIBILITIES (including the following; other duties may be assigned)

• Assist in answering telephones and transfer to appropriate staff member.
• Assist with general office duties: opening, sorting, distributing incoming mail and faxes; sign for and distribute UPS/FedEx delivered packages; copying, faxing, mailing, and filing.
• Interact with clients, vendors, and visitors.
• Assist in maintaining office calendar to coordinate workflow and meetings.
• Type letters, reports, documents, memos, etc. from hand written drafts, dictated sources, or original documents into draft or final form as requested by directors or managers. Type information from copy onto forms, form letters, cards, envelopes, labels, charts, etc.
• Compose letters or memos in reply to requests or questions on work processes or related information.
• Assist in establishing filing system when new files are to be set up. Assist in designating files for periodic purging and/or storage.
• Maintain and complete spreadsheets for cash receipts, maintain spreadsheets for payees.
• Assists in supporting the programs
• Assist in forwarding faxes for referrals for services to appropriate sites.
• Assist HR Department with new hires in orientation when needed
• Comply with all applicable federal, state, local laws and regulations, policies and procedures and reports any concerns about compliance practices.
• Performs a broad variety of intermediate level clerical and administrative tasks as directed and required for the support of the office or individual.
• Prepares office documents and memoranda, which may include higher-level technical, statistical, and narrative reports; distributes copies of documents as directed.
• Prepares formal business communication, recurring reports, and similar correspondence; acquires signatures as necessary.
• Schedules and coordinates meetings and conferences for assigned staff; takes notes, minutes, or other documentation as directed.
• Greets and welcomes visitors
• May be required to resolve complaints or answer inquiries.
• Collaborates with other departments to complete some office functions.
• Performs other related duties as assigned.

SUPERVISORY RESPONSIBILITIES

None

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High school diploma and at least two years of experience and/or training in business applications, or any other combination of education and experience.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts including, but not limited to, discounts, interest, commissions, proportions and percentages.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS

Act 33 / 34 clearances