ADMIN ASSISTANT

Title

Administrative Assistant

Location 

Rockville, MD – ON-Site

Duration

~ 1year 

Description/Role

SCOPE Of WORK 

General Work Responsibilities: 

• Manage Eventbrite Events (30,000 tickets will be issued for events over 4-5 months) 
  • Create invitations in Eventbrite 
  • Manage creation of Eventbrite questions and multiple-choice responses 
  • Move registrations to alternate dates 
  • Create password protected Eventbrite invitations 
  • Run reports 
• Manage Email Responses to Public 
  • Monitoring clients Connects Email inbox 
  • Respond using general responses, assign complex issue to senior staff 
  • Exercise good judgment in dealing with the public via email 
  • 95% of responses are in English; 5% in Spanish 
• Project Analysis 
  • Use Excel and common formulas to calculate performance data (e.g., percentage of attendees who checked box they own a smartphone) 
  • Perform address lookups on County website to confirm address is located within County 
• Communications 
  • Work with staff to develop information flyers for participants and site partners 
  • Proofread documents and messages in English and Spanish 
• Project Administrative Coordination 
  • Making reservations for County facilities and partner facilities 
  • Submitting schedule for security guard at events 
  • Assembling welcome packets for computers 
  • Assistance with offsite events at County locations, as needed (vendors & staff)
• Customer Outreach
  • Contact residents to reschedule appointments
  • Contact residents to schedule special appointments to accommodate residents with Disabilities
  • Answer basic information typically using standard responses
  • Draft additional Frequently Asked Questions and responses based on email inquiries
• Meetings
  • Scheduling meetings, as needed
  • Conference room bookings/prep
  • Meeting prep, as needed.
    • AV/Computers/Screens
    • Food, if necessary
  • Attending and taking meeting notes, minutes, etc.
    • Completing report/notes of meetings
• Supply Organization, Inventory and Ordering
  • Tasks assigned to this position include taking orders from other employees, tracking orders, dispersing items upon arrival and handling invoices, usually in conjunction with the finance team.
• Filing, both physically and electronically, as needed
  • Accurately per policies and procedures
  • Record Retention policies
• Operate general office equipment.
  • Printer, Scanner, Copier, Fax, MFC
    • Ensuring all supplies to devices are filled.
    • Ordering of supplies for devices when low
  • Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories.
• Print shop ordering
  • General use print jobs, as requested by staff
• Fiscal responsibilities
  • Procurement (Pro) – Processing, requesting quotes, writing memos
  • Accounts Payables (AP) - Processing
  • Accounts Receivables (AR) – Processing
  • Tracking of Pro/AP/AR documents and expenditures (Excel skills)
• Written communications as needed by various personnel

Deliverables: As stated in Scope of Work. Specific projects as assigned. (It is very the important person can be relied upon to complete projects assigned by agreed upon dates and be counted upon to double-check and proof their own work.)

Skills/Experience Required

SKILLS -

• Administrative Assistant experience
• Ability to effectively communicate via phone, email, chat
• Ability to work independently to reliably complete administrative tasks with minimal supervision
• Excellent time management
• Excellent organizational skills
• Attention to detail
• Proficiency in Microsoft products
  • Word, Excel, PowerPoint, SharePoint, Outlook, Teams
• Proficiency – Other office products
  • Eventbrite, Zoom, Adobe Professional
• Good judgement
• Ability to provide excellent customer service
• SPANISH-ENGLISH BILINGUAL PROFICIENCY IS PREFERRED BUT NOT REQUIRED. Basic Spanish to provide Eventbrite, written materials and website copy in Spanish is sufficient. (There are additional staff members in the office also proficient in Spanish.)