Administrative Assistant I (Part-time)

Job Title: Administrative Assistant I

Job Status: Part-time (up to 28 hours)

Job Summary: Under general supervision, the Administrative Assistant I uses intermediate skills obtained through experience and training to provide administrative support to an assigned functional unit. The employee assists the department by performing a variety of support duties such as conference or meeting planning, preparing complex documents or coordinating activities. Collects, compiles, records, or otherwise gathers data and prepares standard and custom reports with information necessary for decision-making. The employee provides day-to-day administrative/secretarial support for a team or multiple teams, including scheduling, travel arrangements, correspondence, proposals and presentations.

Essential Duties and Responsibilities:

• Complete assignments that include creating and proofreading correspondence, forms, tables and somewhat complex reports
• Arrange meetings, schedule appointments, complete travel arrangements and may maintain supervisor’s calendar
• Greet clients, screen visitors/phone calls and answer general inquiries and refer clients to appropriate source under established guidelines
• Requisition office supplies for department
• Sort and file correspondence, articles, reports and other documents in filing system
• Conduct research, compile information and data to present findings to supervisor or to prepare presentations
• Provide information and simple analysis to aid in recommending the solution for business problems
• Recommend methodology as to best coordinate administrative responsibilities
• Coordinate maintenance and repair of office equipment
• Collect information for supervisors and prepare simple reports
• Handle confidential personnel related duties (PEs) for supervisors to coordinate with the appropriate departments
• Maintain agency confidentiality and clients’ privacy
• May open, sort and distribute department mail
• May be responsible for monitoring the condition of buildings, equipment, vehicles and grounds and coordination of any needed certifications, repairs or renovations
• May handle the intake of money for services received based on assigned functional unit
• May coordinate transportation for clients as needed
• May lead the work of others and provide day-to-day direction
• May arrange for translation services (including coordinating charges) or may translate and interpret information for non-English speaking clients as needed
• Operate standard office equipment and use required software applications
• Perform other duties and responsibilities as assigned

Knowledge, Skills and Abilities:

Knowledge of:

• Fundamental concepts, practices and procedures of office administration

Skill in:

• Operating standard office equipment and using required software applications for program area and other applications, including Microsoft Office
• May need Oracle experience based on assigned functional unit

Ability to:

• Establish and maintain effective working relationships at all levels of the organization
• Provide a high level of customer service
• Communicate effectively, both orally and in writing
• Work independently as well as collaboratively within a team environment
• Organize and prioritize multiple tasks to meet deadlines

Educational/Previous Experience Requirements:

• Minimum Degree Required:
  • High school diploma or GED equivalent

~and~

• At least 1 year of experience in an administrative assistant capacity or any equivalent combination of experience, education and/or training approved by Human Resources

Licenses/Certifications:

• Licenses/Certifications Required at Date of Hire: None

Working Conditions:

Hours: Normal business hours, some additional hours may be required

Travel Required: Local travel may be required

Working Environment: Climate controlled office