PURPOSE: Under the direction of a supervisor, provides administrative support to ensure efficient operation of the unit. Provides clerical support to staff and to the public to ensure efficient operation of the unit. Responsible for confidential and time sensitive material. Ability to work effectively in teams and communicate via phone and email ensuring that all administrative duties are completed accurately and delivered with high quality and in a timely manner.
ESSENTIAL FUNCTIONS:
1. Perform varied clerical duties, including keyboarding and filing. May assist other staff and/or departments as required.
2. Develop and update administrative systems to make them more efficient
3. Receive, retrieve and sort documents, papers, forms and other materials in accordance with established policies, procedures and guidelines.
4. Maintain computer and manual filing systems
5. Apply the steps involved in the review and processing of documents, forms and other materials in accordance with established rules, regulations and/or agency guidelines.
6. Answer routine telephone and e-mail inquiries; resolves routine matters and escalates more difficult inquires to the appropriate person.
7. Record and/or maintain logs or reports of information pertaining to filing, data entry and retrieval, or record processing activities.
8. Submit and reconcile expense reports
9. Generate reports
10. Prepare and monitor invoices
11. Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintain equipment inventories; evaluate new equipment and techniques
12. Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
13. Contribute to team effort by accomplishing related results as needed
14. May write letters and emails on behalf of other office staff
EDUCATION/EXPERIENCE AND/OR TRAINING:
• Proficient with keyboarding and computer technology in MS Word and MS Excel preferred
• Strong oral and written communication skills
• Proven administrative or clerical experience
• 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
• MUST BE ABLE TO TYPE AT LEAST 4O WORDS PER MINUTE. SELECTED APPLICANTS WILL BE REQUIRED TO PASS A TYPING TEST TO MOVE FORWARD IN THE PROCESS
KNOWLEDGE & ABILITIES:
• Knowledge of office methods, procedures, policies, guidelines and equipment used to check, sort, index, store and file records after a period of training.
• Knowledge of office deadlines, routines, schedules and procedures.
• Ability to make simple mathematical calculations.
• Ability to organize work and develop effective work methods.
• Ability to maintain records and files.
Ability to check, sort, file, and obtain documents. Ability to understand, remember and carry out oral and written directions.
• Ability to work effectively with associates, upper management and members of the public concerned with the work of the unit.
• Ability to give information in person or over the telephone clearly, accurately and in accordance with department regulations and procedures.
• Ability to ascertain callers' reasons for coming to the office and to refer them to the proper individuals or organizations.
• Ability to schedule appointments accurately.
• Ability to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office or related units.
• Ability to read, write, speak, understand, or communicate in English sufficiently to perform the duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication.
ENVIRONMENTAL REQUIREMENTS
To perform this job successfully, the individual must be able to perform each essential function as well as possess the knowledge, skills, and/or abilities required for the position. Persons with mental or physical disabilities are eligible if they can perform essential functions of the job with or without reasonable accommodations. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.