Administrative Assistant

Requirements
Applicants must have education, training and/or experience demonstrating
competence in each of the following areas:
Experience in office operations which includes operating office machines,
handling incoming and outgoing communications (phones, mail, email, etc);
file maintenance; maintaining and updating supplies.
Experience in data collection which includes collecting, compiling and
maintaining data from multiple sources such as files, records, databases,
customers, staff or others.
Experience in using standard computer software programs for word
processing, spreadsheets or web-based services.
Knowledge of creating reports which includes combining and presenting
data from multiple sources in an organized format.

General Duties/Skills
Greets and directs visitors; answers phones and takes messages; answers
questions requiring knowledge of terminology, organization, supervisors
responsibilities, etc. (e.g. appropriate referrals/triage, general purpose of the
each department)
Reviews, routes and/or scans and sends mail.
Maintains inventory of supplies and equipment (office and warehouse);
orders supplies when necessary; completes, processes and maintains
paperwork for purchasing (e.g. orders, requisitions, invoices); assists with
time and attendance; assists with the preparation of expense account
activity.
Utilizes word processing, spreadsheet and database computer applications.
Word processing documents produced typically require formatting, typing a
full range of correspondence, reports, accounting forms (invoices, purchase
orders, etc), drafts, etc from rough draft, transcription or dictated notes, etc;
proofreads for content; edits using knowledge of grammar, punctuation and
spelling. Spreadsheets produced typically require recording/arranging data.
o NOTE: Data entry typically requires entering data into already created
forms.
Manages pre-existing office filing systems; organizes and maintains files
(including confidential files); maintains, updates and reviews reference
materials and manuals.
Compiles information from standard sources and prepares data reports (e.g.
billable hours per project per task, available coil inventory)
Resolves routine questions and problems, and refers more complex issues to
proper staff members.
Initially works under direct supervision and follows standard procedures to
accomplish assigned tasks. Works under closer supervision when
performing more advanced tasks. Transitions into moderate supervision and
clearly defined procedures.
Keeps superior apprised of issues and accomplishments, follows up and
tracks work flow and resolves problems relating to procedures and
deadlines.

Education Needed
High school diploma or GED with 3-5 years experience minimum. Associates
degree with 3-5 years of experience preferred.

General Knowledge, Skills & Abilities for Position
Knowledge general administration policies, procedures, and requirements.
Knowledge of state and federal laws and regulations related to the area of
assignment (office administration)
Knowledge of grammar, punctuation, spelling and composition.
Knowledge of the methods and techniques in composing written
communications such as responses to inquiries and narrative reports.
Skill in applying basic and advanced tools used in word processing
applications.
Skill in applying the tools used in creating and modifying spreadsheet and
database applications.
Skill in coordinating diverse activities to ensure completion of projects and
work assignments in a timely manner.
Skill in collecting, compiling, evaluating and analyzing information from a
variety of sources. Ability to establish and maintain effective working
relationships.
Ability to understand, explain, and apply rules, regulations, policies and
procedures.
Ability to verify accuracy of information, resolve discrepancies and follow-up
on outstanding activities.
Ability to communicate effectively with staff, employees and public.