Administrative Assistant I

Description

TITLE: Administrative Assistant I

FLSA Status: Exempt

Department: Administration

Reports to: Controller

Union Exempt: Yes

Date Last Reviewed: 07/22/2024

The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

• POSITION SUMMARY
  
  

Under the direct supervision of the Executive Assistant and under general supervision of Department Supervisors, performs a variety of administrative and staff support duties for a specified unit/department, which require a range of skills and knowledge of organizational policies and procedures. Assists and directs visitors. Refers administrative problems and inquiries to the appropriate department; composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents.

• ESSENTAIL DUTIES AND RESPONSIBILITIES
• Coordinates and performs a range of staff and/or operational support activities; serves as a liaison with other operating units in day-to-day administrative activities;
• Provides administrative support in special projects/events such as: all staff meeting, holiday party, retreats, etc.;
• Provides administrative support for the organization such as answering telephones, assisting visitors, and referring a range of administrative problems and inquiries;
• Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities for supervisors, which may include coordinating travel and lodging arrangements;
• Prepares or assists with the entering of data for statistical and narrative reports; performs basic information gathering and data entry, as specifically directed, and in accordance with pre-established procedures;
• Establishes, maintains, and updates files, databases, records, and/or other documents; develops and maintains data, and performs routine analyses and calculations in the processing;
• Prepares requisition of supplies, and/or stock and capital equipment inventories;
• Sorts, screens, reviews and distributes incoming and outgoing mail;
• Performs miscellaneous job-related duties as assigned;
  
  

Requirements

• MINIMUM EDUCATION AND EXPERIENCE
• High School Diploma or GED;
• LICENSES/CERTIFICATIONS REQUIRED
• Must have valid NM driver’s license and reliable personal transportation;
• KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED
• Ability to communicate effectively, both verbally and in writing;
• Organizing and coordinating skills;
• Ability to identify and refer problems to appropriate department;
• Receptionist skills;
• Word processing and/or data entry skills;
• Ability to maintain calendars and schedule appointments;
• Knowledge of travel/lodging planning and scheduling;
• Knowledge of general accounting principles;
• Database management skills;
• Records maintenance skills;
• Knowledge of supplies, equipment, and/or services ordering and inventory control;
• Knowledge of and familiarity with compliance programs, and ability to cooperate fully and comply with laws and regulations;
• Age of Patients Served
  
  

None

• Working Conditions
  
  

A person in this position has to be able to prioritize and respond to the diverse demands of the position. There are frequent opportunities to relax from any physical exertion, change position in work activities, or break from computer application tasks.

• Physical Effort and Dexterity: Good dexterity to operate personal computer and office equipment. Occasional lifting and carrying related to office duties.
• Machines, Tools, Equipment required to be operated: Capable of using office machines and personal computers for word processing, data entry and spreadsheet applications.
• Visual Acuity, Hearing, and Speaking: Must be able to read a computer monitor and outputs accurately. Must be able to communicate clearly and accurately for work and safety compliance.
• Environment/Working Conditions: Work is mostly inside an office in a controlled environment. Normal office safety precautions and practices are required Work regularly scheduled Monday-Friday, although weekends and evenings may be required to meet with members of the Board of Directors and meet deadlines.