What are the responsibilities and job description for the Administrative Assistant | HUD | Albuquerque, NM position at nobisworks?
Job Description:
Tommy Nobis Center Mission: Empowering People Through Employment
Vision: Tommy Nobis Center envisions supportive communities where people with disabilities are afforded the opportunity to work.
Tommy Nobis Center is a Veteran Friendly Employer
Position Summary: Under the direct supervision of the Program Manager, Administrative Services and HUD field staff, this position will provide administrative support to executive staff with office management responsibilities to include budgeting, personnel records, and payroll. The Administrative Assistant may be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials.
Essential Job Functions and Responsibilities:
Services include the following general support functions but are not limited to the following tasks which are broken into the following categories:
- Provide general office support functions.
- Provide clerical support to include receptionist duties, faxing, filing and assisting employees.
- Coordinate travel arragements.
- Perform general administrative functions in support of day-to-day operations, including answering the telephone by the third ring, correctly route callers and take messages or forward to voicemail, as appropiate.
- Prepare and develop documentation for Government review and approval, which includes presentations, memorandum, correspondence, organizational charts and statistical reports and/or improving on the quality of existing documentation in support of program management functions, including but not limited to the use of Office Management System.
- Monitor multiple general and specific delivery email boxes daily; review emails to determine urgency and forward or prepare responses to emails, follow-up and route approrpriately.
- Receive, inventory, store and distribute mail and packages received by the office; package and label items to be mailed or shipped.
- Scan documents as required, including scaning into electronic filing system, using Adobe Acrobat Pro or other scanning software.
- Set up equipment required for video conference and satellite training.
- Schedule and coordinate conference calling as needed.
- Monitor office supply levels and recommend replenishment as needed, including completion of necessary electronic and hard copy documentation to facilitate purchases as determined by the government.
- Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
- Operate all office equipment provided including copiers, fax machines, printers, scanners, binding machines, etc.
- Other duties as assigned.