Job Description
JOB TITLE Administrative Assistants
CLASSIFICATION Non-Exempt
LOCATION Positions Available Nationwide U.S. Citizen only.
JOB DESCRIPTION
Under the direct supervision of the regional managers these position provides administrative and secretarial support for the department heads of assigned units. In addition to data entry, online file upkeep and work order scheduling, applicants may perform duties such as financial record keeping, payroll, coordination of meetings and conferences, ordering supplies through internal ordering, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers as well as internal contacts at all levels of the organizations. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.
ESSENTIAL FUNCTIONS
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department.
- Establishes, develops, maintains and updates CRM and filing system for the heads the department. Retrieves information from files when needed. Establishes, develops, maintains and updates library of Governmental supliers, trade journals and magazines.
- Organizes and prioritizes large volumes of information and calls.
- Sorts and distributes email. Opens email for the DH. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information
- Answers phones for DH and supply departments. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other system development assistants to cover phones.
- Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior vice presidents and chiefs. Handles confidential and non-routine information and explains policies when necessary.
- Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the vice president, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
- Coordinates division of workload with the administrative assistant in community relations.
- Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
COMPETENCIES
- Technical Capacity.
- Personal Effectiveness/Credibility.
- Thoroughness.
- Collaboration Skills.
- Communication Proficiency.
- Flexibility.
SUPERVISORY RESPONSIBILITY
This position has no supervisory responsibilities.
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