Under the general supervision of a member of Management, the Administrative Assistant will perform a variety of office and administrative functions.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
Receives and screens requests of persons wishing appointments with Management; schedules and maintains calendar of appointments; screens callers, both in person and by telephone to determine the nature of question; handles routine inquiries independently; types a wide variety of internal/external correspondence, reports, proposals, etc; attends regularly scheduled monthly meetings, prepares agenda and corresponding minutes; composes/drafts routing correspondence as required; develops and maintains administrative files, assists as requested in the preparation of departmental projects, procedures and the implementation thereof; opens and routes incoming mail and email; delivers and picks up mail on assigned times of the day. The Administrative Assistant III and IV may oversee administrative staff or support Chief Executive Officer.
Performs other duties as assigned including participation in all safety programs which may include assignment to an emergency response team.
High school graduate. Ability to type accurately at the rate of 65 w.p.m. Computer proficient including thorough knowledge of Microsoft Office Suite including Word and Outlook. Bilingual in English and Spanish preferred.
Levels I & II: Two years of increasingly responsible administrative experience.
Levels III & IV: Five years of increasingly responsible administrative experience.
This class functions as a key assistant to a member of Management handling confidential and sensitive matters of an administrative nature. Successful functioning is dependent upon good rapport and close working relationship with department heads.
Work is performed in a professional setting. Working extended hours may be required as needed. Extended periods of sitting and or standing, telephone work and/or computer work, as well as interactions with other staff members. Ability to lift and transport files; less than 20 pounds. The noise level in the work environment is usually moderate.