Administrative Office Assistant

General Purpose:

The Administrative Office Assistant provides front desk and administrative support to the Director of Human Resources, performing a variety of secretarial duties and skilled tasks that may include preparing reports, conducting research, and collecting data.

Receptionist duties include opening and closing the building, answer and transferring the main phone lines, greeting walk-in clients, customers, and visitors, and alerting management of any safety or general building concerns.

This position will also provide administrative/clerical support to departments in the MLD Building, as needed, and as assigned by the Director of Human Resources.

Job Duties:

Administrative Office Assistant:

• Provides high-level administrative support to an assigned executive or director-level employee.
• Collects requested data and information from various sources including email and other correspondence, meeting minutes and records, and other documents; prepares summaries of findings and/or other related written correspondence as requested.
• May conduct research (within skills and expertise) to assist with projects or inquiries.
• Coordinates and schedules travel, meetings, and appointments.
• Prepares agendas and schedules for meetings, conferences, and other assigned events; takes and distributes minutes or other notes as requested.
• Responds to and resolves administrative inquiries and questions.
• Welcomes and directs visitors and clients.
• Answers and transfers phone calls, screening when necessary.
• Performs other general clerical and secretarial duties as requested, which may include recordkeeping, managing petty cash, maintaining office supplies and coordinating equipment maintenance, and handling packages and correspondence.
• Performs other related duties as assigned.

Required Skills:

• Detail-oriented and professional.
• Exceptional communication skills.
• Extremely proficient with Microsoft Office Suite.
• Basic understanding of office equipment.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently and reliably.
• Flexible and adaptable in various situations and when interacting with many different personalities.
• Ability to organize and prioritize tasks including delegation of tasks when appropriate.
• Knowledge of, or ability to quickly acquire, familiarity with the roles and function of the assigned department, and any specifically applicable laws or guidelines.

Qualifications:

• High school diploma or GED.
• 2-3 years of experience in an administrative support or clerical position preferred.
• Proficiency with the Microsoft Office Suite including Outlook, Word, Excel, and PowerPoint.
• Proficiency with internet functionality and usage.
• Proficient with telephone skills, filing procedures, and other general clerical duties.
• Proficient at typing up forms and other copy.
• Ability to maintain effective communication, both verbal and written.
• Good time-management skills.
• Ability to multi-task.
• Detail-oriented.
• Excellent organizational skills.
• Exhibits good interpersonal skills.
• Maintain a high level of confidentiality.
• Maintain appropriate Babcock Center driving requirements.