Administrative Assistant

GENERAL SUMMARY:

This position is responsible for performing general tasks for the Veterans Affairs and Rehabilitation Director, in support of their Commission, Committees and Division.

ESSENTIAL FUNCTIONS:

1. Office Administration:
2. Serve as receptionist
3. Greet visitors and point them in the right direction, answer inquiries, and create a welcoming environment
4. Screen phone calls, redirect calls, and take messages
5. Receive deliveries; sort and distribute incoming mail
6. Organize and schedule meetings and appointments
7. Maintain calendars and invitations
8. Maintain contact lists
9. Coordinate on-site, virtual and other meetings/events
10. Produce and distribute correspondence, such as memos, letters, emails, invoices, reports and other correspondence
11. Prepare, dispatch and archive correspondence and meeting minutes
12. Assist in the preparation of regularly scheduled reports
13. Create and maintain filing systems, both electronic and physical
14. Process citations and certificates
15. Manage accounts and perform bookkeeping
16. Order office supplies; create purchase requests
17. Prepare the monthly credit card and travel expense reports
18. Distribute payroll and payable checks
19. Prepare and facilitate IT equipment and help desk requests
20. Ensure operation of office equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
21. Maintain office supplies inventory
22. Determine inventory level; anticipate needs; place orders; and verify receipt of purchases
23. Ship brochures/pamphlets
24. Travel Arrangements:
25. Coordinate airline, hotel and other required reservations
26. Prepare travel requests
27. Events (National Convention, Washington Conference, Spring/Fall Meetings):
28. Prepare invitations, agenda, reports, etc., in connection with events
29. Arrange logistics (transportation, on-site points of contact, schedule, etc.)
30. Communicate with participants to coordinate details and gather required information
31. Travel in support of the organization, as required
32. Perform other duties as assigned.

REPORTING RELATIONSHIP (reports directly to): VA&R Director

MINIMUM SKILLS REQUIRED FOR ESSENTIAL FUNCTIONS:

Education/Technical Knowledge:

High school diploma or equivalent; college degree preferred

Additional Skills Needed:

• Proficient in Microsoft Office software (Outlook, Word, Excel, PowerPoint, Teams, etc.)
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills

Experience:

3 years up to 5 years

Supervision of Others:

This position involves no responsibility of authority for the direction of others.