Position responsibilities increase based on Administrative Assistant level. The list below reflects the responsibilities of an Administrative Assistant I. A complete list of duties for a Level II Administrative Assistant is available upon request.

• Type, compose, proofread, edit, track and respond to general correspondence, reports, checklists, approval forms and emails; respond to supervisor's general emails as needed.
• Take proactive steps to relieve the administrative burden of those he or she supports.
• Perform data entry (i.e., work orders and requisitions) into Service Authority, division and/or department specific equipment and manipulates databases.
• Copy documents.
• Ensure maintenance of general office equipment.
• Answer phones, assess nature of call and process calls; and initiate calls as needed on behalf of supervisor, division and/or department to internal and external contacts.
• Greet, direct and assess visitors for priority and access to division and/or department staff and/or director or manager.
• Assess, track, monitor and/or process multiple incoming forms and/or time sensitive documents and ensure successful response, review, signature and/or other appropriate action.
• Maintain general paper and electronic filing system of director, manager and/or department (i.e., documents, records and correspondences).
• Maintain and update contact lists.
• Plan, organize and coordinate general and/or reoccurring meetings and small events for various group sizes including, but not limited to arranging space, inviting attendees, ordering refreshments, ensuring technological support.
• Track and manage general deadlines of director, managers and division and/or department, contracts and purchase orders.
• Maintain and order division and/or department supplies as needed (i.e., items from The Supply Room (TSR), letterhead, tissues, business cards).
• Review, process and distribute division and/or department incoming and outgoing mail; prepare and/or coordinate mailings of all sizes.
• Review division and/or department emails as needed and respond accordingly.
• Establish, manage and review general appointment(s), calendar(s) and schedule(s) for director or manager, and division and/or department.
• Communicate upcoming events, commitments, priorities and responsibilities to director or manager.
• Provide general backup coverage to other divisions and/or department administrative staff as needed.
• Handle and maintain the privacy and confidentiality of general matters.
• Prepare and arrange travel to include TTRF/TREC processing.
• Proactively coordinate and prepare business resources and materials for events and meetings.
• May be deemed essential at any time.
• Perform other duties as assigned.

Essential Skills and Experience:

• Possess and demonstrate basic and intermediate knowledge and proficiency of general programs including, but not limited to Microsoft Office Suite, Excel and Adobe Professional; and ability to learn basic and intermediate technical skills utilizing Service Authority software (i.e., SuccessFactors, LMS, JDE, ADP, CMMS, PolicyTech and Cayenta).
• Possess and demonstrate intermediate keyboarding skills.
• Possess and demonstrate general knowledge of modern office equipment and systems (i.e., phone, copy and fax machines), and practices and procedures.
• Ability to access and manage multiple email accounts including responding as needed.
• Possess and demonstrate general organizational skills.
• Possess and demonstrate the ability to draft, format, proofread and edit general business memos, reports, checklists, forms and/or letters.
• Possess and demonstrate thorough knowledge of standard business grammar, spelling and punctuation.
• Ability to assess, track, monitor and process multiple incoming forms and/or time sensitive documents; and ensure appropriate response, review, signature and/or other necessary action.
• Ability to maintain general office electronic/on-line and paper filing systems.
• Possess and demonstrate well developed organizational, planning and coordinating skills.
• Ability to plan and coordinate meetings and small events (i.e., invitations, room setup, technological support and refreshments).
• Possess and demonstrate accurate, general math skills (addition and subtraction).
• Ability to learn and demonstrate a general understanding of division and/or department function, staff and business goals.
• Possess and demonstrate well developed follow-through and multi-tasking skills.
• Ability to prioritize projects and resolve conflicting project schedules.
• Possess and demonstrate well developed verbal and interpersonal communication and customer service skills.
• Possess and demonstrate basic office administrative knowledge.
• Possess at least two years of experience performing general administrative work.
• High School diploma or GED.

• Possess additional office practices/procedures course work preferred.
• Possess a combination of higher level education and experience.

• This position may require some travel (including for training, conferences, meetings, or other work-related needs). Must have access to reliable transportation for such travel.
• The Administrative Assistant I in the Finance Department must successfully pass a credit check.

• None

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical demands: The work is mostly sedentary with periods of light physical activity. Typical positions require workers to walk or stand for short periods; lift and carry up to 30 pounds; climb stairs, bend, reach, hold, grasp, and turn objects; and operate computer or typewriter keyboards. The work requires the ability to speak clearly and to see and hear clearly with or without correction.
• Work environment: Primary work is performed indoors in a standard office setting. The noise level in the work environment is usually moderate. Work is subject to frequent interruptions.