ADMINISTRATIVE ASSISTANT

Description

Job Description

Job Title: Administrative Assistant

Department: Administration

Reports to: Complex Manager/HR Manager

FLSA Status: Non-Exempt

Prepared by: Chance M Tench

Prepared Date: 09/25/2024

Approved by: Peaches Diaz

Approved Date: 10/06/2024

SUMMARY Schedules appointments, gives information to callers, takes dictation, and otherwise relieves officials of clerical work and minor administrative and business detail by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may

be assigned.

• Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by employer.
• Takes dictation in shorthand or by machine and transcribes notes on typewriter or computer or transcribes from voice recordings.
• Composes and types routine correspondence.
• Organizes and maintains file system and files correspondence and other records.
• Answers and screens manager's telephone calls and arranges conference calls.
• Coordinates manager's schedule and makes appointments.
• Greets scheduled visitors and conducts to appropriate area or person.
• Arranges and coordinates travel schedules and reservations.
• Conducts research, and compiles and types statistical reports.
• Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
• Makes copies of correspondence or other printed materials.
• Prepares outgoing mail and correspondence, including e-mail and faxes.
• Orders and maintains supplies and arranges for equipment maintenance.
  
  

Qualifications

To perform this job successfully, an individual must be able to perform

each essential duty satisfactorily. The requirements listed below are representative of the

knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable

EDUCATION And/or EXPERIENCE

individuals with disabilities to perform the essential functions.

Language Skills

High School Minimum with clerical skills

Ability to read a limited number of two- and three-syllable words and to recognize similarities and differences between words and between series of numbers. Ability to print and speak simple sentences.

Mathematical Skills

Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's.

Ability to perform these operations using units of American money and weight measurement,

volume, and distance.

REASONING ABILITY

Ability to apply common sense understanding to carry out simple one- or two-step instructions.

Ability to deal with standardized situations with only occasional or no variables.

PHYSICAL DEMANDS The physical demands 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.

• Must be able to sit in front of a computer for long periods of time.
• Must be able to walk up and down steps.
• Must be able to lift and carry 10 to 15 lbs.
• Must be able to bend, squat and stoop several times daily.
• Must be able to function under stress and engage in interpersonal relations.
  
  

WORK ENVIRONMENT The work environment characteristics described here are

representative of those an employee encounters while performing the essential functions of this

job. Reasonable accommodations may be made to enable individuals with disabilities to

Perform The Essential Functions.

• Must be able to work in a cool and warm environment.
  
  

EOE, including disability/vets.