Administrative Assistant

POSITION SUMMARY : Responsible for providing administrative and clerical support to the Head of the Department.

Duties may be complex in nature, may involve access to confidential information, as well as normal secretarial activities i.e.: screening and routing phone calls, scheduling appointments, invoice and bill payment processing, etc.

Job Requirements: SUMMARY OF DUTIES: 1.

Assists in daily business of the department which includes general office work, answering phones, managing correspondence, sorting and distributing mail, photocopying, faxing and filing.

2.

Orders office supplies, schedules and coordinates internal and external meetings, appointments, manages calendars and makes travel arrangements.

3.

Assures that all assigned projects are completed in a timely and efficient manner and follow-up is done on all administrative details.

4.

Maintains department attendance records for payroll, reports time reporting and distributes payroll checks.

5.

Account codes and processes bills, invoices and expense reports, routing for appropriate signature.

6.

Coordinates with Facilities department for associate moves, adds and changes as well as conference room arrangements.

7.

Manages departmental records and contracts, including tracking contract status, vendor follow up, scanning and retrieval.

8.

Coordinates updates, publication and distribution of monthly department reports and project schedules.

9.

Performs other duties as assigned.

REQUIREMENTS : Five plus years’ of experience as an Office Manager or Administrative Assistant is required.

Must have solid working knowledge of Microsoft Office Suite and Visio.

Excellent communication skills are essential.

Must be analytical and have project management experience.

Two or more years of college is preferred.