What are the responsibilities and job description for the Administrative Assistant position at Clay Center for the Arts & Sciences of WV?
POSITION SUMMARY
Provide administrative support to the organization including, but not limited to, reception duties, office supplies monitoring and procurement, mail and document processing, Board and committee meeting preparation and documentation and other clerical duties required for the general administrative functions of the Center.
ESSENTIAL FUNCTIONS
Essential Functions Statement(s)
Competency Statement(s)
Education: High School Graduate or General Education Degree (GED)
Experience: One to two years related experience
Computer Skills: Microsoft Office Suite-Word, Excel, PowerPoint and Outlook
Other Requirements: Ability to learn other related organizational software
Provide administrative support to the organization including, but not limited to, reception duties, office supplies monitoring and procurement, mail and document processing, Board and committee meeting preparation and documentation and other clerical duties required for the general administrative functions of the Center.
ESSENTIAL FUNCTIONS
Essential Functions Statement(s)
- Assist the Office Manager with all administrative duties related to Board and committee meetings including scheduling, preparation of meeting documents, setup, etc.
- Assist the Office Manager with office administration activities including document production, photocopying, filing and record keeping.
- Provide general administrative support for various departments when needed, including meeting preparation, document production, mailings, etc.
- Assume reception duties at the front desk operating telephone switchboard to answer, screen and forward calls, providing information and taking messages.
- Greet persons entering the office area, determine nature and purpose of visit, and direct or escort them to specific destinations.
- Hear and resolve complaints from customers and public.
- Keep an all-staff schedule and record with current information about their whereabouts and availability.
- Collect, sort, distribute and prepare mail, messages and courier deliveries.
- Monitor availability and usage of all office supplies and prepare orders to replace such supplies.
- Organize and maintain storage spaces and supply closets.
- Receive payment and record receipts for services.
- Maintain an orderly and professional state within the reception area, conference rooms and workroom area.
- Other duties as assigned.
Competency Statement(s)
- Customer Oriented - Ability to take care of the customers’ needs while following company procedures.
- Detail Oriented - Ability to pay attention to the minute details of a project or task.
- Friendly - Ability to exhibit a cheerful demeanor toward others.
- Organized - Possessing the trait of being organized or following a systematic method of performing a task.
- Reliability - The trait of being dependable and trustworthy.
- Responsible - Ability to be held accountable or answerable for one’s conduct.
- Communication, Oral - Ability to communicate effectively with others using the spoken word.
- Communication, Written - Ability to communicate in writing clearly and concisely.
Education: High School Graduate or General Education Degree (GED)
Experience: One to two years related experience
Computer Skills: Microsoft Office Suite-Word, Excel, PowerPoint and Outlook
Other Requirements: Ability to learn other related organizational software