Administrative Assistant I

Job Summary

The Administrative Assistant provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff.

Job Description

ESSENTIAL JOB FUNCTIONS

The statements on this job description are intended to describe the general nature of level of work being performed by incumbents. They are not an exhaustive list of all responsibilities, duties, and skills required by all incumbents.

• Create, maintain, and enter information into databases.
• Prepare invoices, reports, memos, letters, and other documents
• Coordinate and direct office services, such as records, departmental account reconciliations, personnel issues, and housekeeping, to aid executives.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Prepare responses to correspondence containing routine inquiries.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, etc.
• O perate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
• M anage and maintain department and executives' schedules.
• Other duties as assigned

SKILLS

• Effective English verbal and written communication skills
• Computer literate and have working knowledge of Microsoft Office
• Good customer service, active listening, and critical thinking to actively look for ways to help people
• Ability to meet performance standards and deadlines
• Able to concentrate and focus on detail
• B ilingual is preferred

EDUCATION & KNOWLEDGE

• High School Diploma or GED
• Prior office work experience, minimum of one year.