Administrative Office Assistant

Job Context

Job Responsibility

• • The Administrative Assistant position is responsible for coordinating and maintaining the daily operations of support for the department and ensuring that accountable deadlines are met in a timely and professional manner
• • Responsibilities for this position include performing routine secretarial and administrative duties which include screening telephone calls; resolve routine inquiries
• • The Administrative Assistant position may schedule and maintain calendar of appointments, meetings and travel itineraries and coordinate related arrangements
• • This position may also be responsible for assisting with department payroll, maintaining financial records and facilitating communication between departments; may also prepare and distribute minutes of meetings
• • The Administrative Assistant position performs their tasks using mail services, telephone, e- mail accounts, photocopiers, and internet sources
• • This position operates a personal computer and appropriate software packages or its equivalent and assists in routine department activities
• • Receives and screens visitors and telephone calls in a professional and courteous manner and handles general inquiries
• • Takes complete messages with accurate date, time, name, number and information which includes determining the nature of each call and prioritizing
• • Maintains assigned calendar(s). Schedules/coordinates meetings, conferences and online conference calls, special events, appointments and travel arrangements and keeps leader(s) informed of schedule change prior to meeting or appointment
• • Provides contributions towards improvement of department scores for employee engagement on department scorecard, i.e. peer-to-peer accountability
• • Performs administrative tasks and duties specific to department being supported, which may include preparing complicated documents, maintaining databases, accessing information from databases in order to prepare reports, etc
• • Prepares and transcribes meeting minutes, correspondence, forms, reports, and other written communications as required
• • Is accountable for ensuring accuracy and completeness through attention to detail
• • Maintains department record systems to uphold accurate files
• • Independently prepares, with management review and approval, computer-generated slides and/or hand-outs for the department
• • Assists with the preparation and maintenance of department organizational charts and policy and procedures, ensuring most current documents are available for department leader(s) and staff
• • Performs basic data monitoring/maintenance for the department with minimal supervision
• • Ensures quality and timely execution of deliverables
• • Coordinates deadlines related to multiple deadlines including but not limited to reports and presentations
• • Participates in performance improvement activities to support department/entity goals
• • Uses resources efficiently; does not waste supplies
• • Maintains adequate copier/printer paper and toner, beverage and other inventory items as appropriate
• • Self-motivated to independently manage time effectively and prioritize daily tasks, minimizing incidental overtime
• • Utilizes time efficiently and helps other team members
• • Initiates office equipment (copy machine, fax machine and printers, etc.)
• • Makes service calls and follows up to ensure that required maintenance/repairs are performed in a timely manner
• • Assists with routine equipment troubleshooting such as paper jams, ink cartridge replacement, etc
• • Identifies and assumes responsibility of own learning needs and seeks continuing education opportunities to meet those needs
• • Offers innovative solutions through participation in performance improvement projects and activities
• • Follows up on action items to ensure completion of assignments
• • This job description is not intended to be all inclusive; the employee will also perform other reasonably related business/job duties as assigned

Educational Requirement

Experience Requirement

Additional Requirement

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Others Benefits

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