Administrative Assistant

Description

Summary:

This position provides secretarial and administrative support to the Manager and the Mission Services Division leadership team.

Essential Duties and Responsibilities:

• Answers phones and takes messages, handles mail, and prepares other documents as requested by the Manager and leadership team in the Mission Services Division.
• Coordinates meetings and travel arrangements as needed.
• Assist with reconciling vendor invoices and payment vouchers.
• Check Mileage Expense Reports and Travel and Other Expenses Reports.
• Schedules meetings, takes minutes of these meetings (including Board and Committee meetings), and types the minutes.
• Maintain and update contract filing and keep track of assignment agreements and modifications.
• Develop attendance/service logs of participants (if applicable)
• Prepare, maintain, and store the department-required documents, such as Personnel Action Forms for new hires, transfers, termination, status changes, address changes, driver authorization documents, driving logs, etc., for the participants and department employees.
• Prioritize and organize all office procedures, reflecting the division's needs. Order, stock, and track office supplies, forms, etc.
• Maintains an inventory report of computers, phones, cube assignments, etc.
• Prepare, maintain, and store documents for destruction consistent with the Document Destruction procedures.  
• Create certificates for program or training completion and keep a tracking log of required training.
• Assist with special projects as assigned.
• Perform other duties as assigned, consistent with the department's needs.

Qualifications

Knowledge, Skills, and Abilities:

• Must always exercise discretion and confidentiality.
• Good written English skills are necessary to perform job duties.
• Must follow all safety procedures and correct safety issues, if possible. 
• Able to operate a computer and Microsoft Office software, including Word and Excel.
• Demonstrates responsible behavior, initiative, effort, and commitment toward completing assignments efficiently. 

Education and Experience: 

• High School diploma or college degree (A.A. + degree helpful).
• Secretarial schooling or equivalency preferred.
• The background should include word processing, document control, preparation of spreadsheets, graphs, and charts, desktop publishing, and presentation materials.
• Experience may be considered instead of education at the discretion of the Vice President of Mission Services.
• Excellent interpersonal and written communication skills.
• Computer literate. Excellent organization, communication, and interpersonal skills.
• Bilingual (English/Spanish, English/Creole) highly desirable.

Competencies: