Administrative Assistant

Position Summary:

Administers general office support, assists the immediate supervisor with projects/reports as assigned, and provides administrative back-up and assistance in the general affairs of the office.

Essential Functions: Include the following, other duties may be assigned

Assists supervisor with reports, documents, policies and projects as required.

Composes routine correspondence.

Greeting guests visiting the office and providing hospitality.

Answering the telephone and routing inquiries as appropriate.

Coordinates details surrounding routine as well as special events and meetings including, room acquisition or rental, meeting notices, menu choices and registration.

Takes minutes at meetings as required by immediate supervisor.

Prepares and organizes meeting agendas, minutes, external correspondence and documentation to enhance internal office operating efficiency.

Manages the office operations including ensuring adequate office supply inventory, routine health and safety drills, inspections, checklists, etc…

Prepares and distributes information as needed.

Maintains and monitors files/documents, performs data entry and proofs all such work for accuracy.

Assist in hiring processes, including applicant screening, background and reference checks, performing conditional job offers, and setting up trainings

Performs other duties as may be assigned or required.

All employees will respond to health risks or any hazardous condition(s) and communicate using the agency hierarchy any potential health risk, hazardous or unsafe condition(s).

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and/or Experience

High school diploma and at least three years experience in a related field.

Language Skills

Ability to communicate in person, on the telephone and in written form, represents MOKA at meetings and conveys information.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability

Must be able to apply principles of rational systems and problem solve.  Ability to interpret a variety of information in written and oral form, reason through a variety of situations and make independent decisions relative to duties.

Computer Skills

Working knowledge of computer operating principles and word-processing and spreadsheet software applications. Competence in using standard Microsoft Office™ software, especially Office, Excel and Access. Effectiveness in using report writers such as Crystal Reports to extract and report data in company report formats that are clear and effective.

Certificates, Licenses, Registrations

Must possess a valid MI Driver's license.

Other Qualifications

Includes the ability to: create systems and solutions in office/agency processes and programs, write correspondence and informative literature accurately and effectively, prepare reports, records and other documentation with accuracy and appropriate timeliness, relate to people in a positive, informative and cooperative manner and ability to organize several projects and/or areas of work simultaneously and efficiently.

Physical Demands

Sedentary Work - Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull, otherwise move objects, including the human body.  Sitting most of the time; but may involve walking or standing for brief periods of time.

Work Environment

Are normally in an indoor office environment.