What are the responsibilities and job description for the Administrative Secretary position at Hampton Roads Community Action Program?
Administrative Secretary
PURPOSE OF THE POSITION: To assist with a variety of administrative tasks. To contribute to the efficiency of the overall organization by ensuring assigned administrative duties are carried out timely and efficiently.
SUPERVISOR: Director of Administration
QUALIFICATIONS:
- Proven experience as administrative secretary or similar administrative role
- Proficient in MS Office and “back-office” software
- In depth knowledge of office management and basic accounting procedures as well as technical vocabulary of community action programs
- Familiarity with basic research methods and reporting techniques
- Excellent organizational and time-management skills
- Outstanding communication and negotiation abilities
- Integrity and confidentiality
- High school diploma and five years of experience as an administrative secretary or similar administrative role; or Associates degree in business administration or related field with 3 years of proven experience as an administrative secretary or similar administrative role
DUTIES INCLUDE:
- Assists in planning appointments, annual awards dinner, board meetings, special events, conferences etc.
- Attend meetings and keep minutes
- Receive and screen phone calls and redirect them when appropriate
- Make travel arrangements for executives
- Handle confidential documents ensuring they remain secure
- Prepare invoices or financial statements and provide assistance in bookkeeping
- Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
- Maintain electronic and paper records ensuring information is organized and easily accessible
- Conduct research and prepare presentations or reports
- Assist Director of Administration
- Serve as primary contact with Eastern Data and Cobb Technologies
- Able to create professional, visual designs using Canva’s tools, templates, and features.
- Other duties as assigned