Administrative Assistant Position

Administrative Assistant Position

The Red River Waterway Commission is currently accepting applications for an Administrative Assistant.

JOB SUMMARY:

Performs a variety of administrative and secretarial duties in support of the Executive Director, Department Heads, and other office personnel.

ESSENTIAL FUNCTIONS:

• Processes invoices for approval by department heads and subsequent payment.
• Maintains and enters invoice and payment data in Project Management database for accounting purposes.
• Maintains invoice and deposit spreadsheet.
• Coordinates with independent CPA firm on invoices and contract codes.
• Maintains list of active contracts and updates monthly contract status report.
• Maintains and updates contracts as directed from copy, rough draft, or general instructions and sends out annual contract renewals as directed.
• Prepares legal documents including lease agreements and bid packets, public notices, etc.
• Maintains list of leases and leasebacks; maintains lease and leaseback files.
• Coordinates with lessees on payments, insurance, etc.
• Maintains and updates property list.
• Maintains project files and manages incoming and outgoing correspondence.
• Uses Microsoft Word on a variety of letters, memos, forms, and reports, as directed.
• Uses Microsoft Excel on routine spreadsheets.
• Utilizes in-house phone system to answer and transfer calls to appropriate person or takes messages, as necessary.
• Receives office visitors and provides information within scope of knowledge or refers to appropriate individuals.
• Responds to telephone inquiries from the public when information requested is specifically provided and known.
• Sorts, copies, and distributes mail as necessary.
• Maintains inventory of office and copier supplies and replenishes as necessary.
• Cross trains with other administrative personnel and provides assistance as necessary.
• Performs other clerical tasks.
• Performs other duties as may be deemed necessary by the Executive Director.

QUALIFICATIONS, TRAINING, EXPERIENCE, AND SKILLS:

• High school graduate (or holder of equivalency degree) is required.
• Legal secretary or paralegal certification or applicable college degree is preferred.
• Basic bookkeeping/accounting skills are preferred.
• Knowledge of business English, spelling, and punctuation is required.
• Knowledge of office practices, procedures, and clerical/administrative duties is required.
• Strong computer skills, including use of Microsoft Word and Excel, are preferred.
• Must be professional, organized, detail oriented, courteous, and friendly.
• Must possess excellent interpersonal skills to interact with co-workers and the public.
• Must be willing to contribute to a pleasant, team-oriented work environment.
• Must be able to multi-task, prioritize assignments, and meet deadlines.
• One year of clerical experience is preferred.