Administrative Assistant

Overview
We are seeking a detail-oriented Administrative Assistant to join our team. The ideal candidate will provide administrative support and ensure efficient operation in our office environment.

-Handling telephone communications professionally. Answer phones, take messages, receive visitors, provide information, and referring calls or visitors to others as appropriate. Route communications to appropriate staff - receiving and delivering faxes, calls / phone messages.

· Mailing/Shipping activities - Receives, sorts, routes and distributes incoming mail, packages, and correspondence to staff. Mails and ships (US Postal, UPS, Fed-Ex). Sends, receives, and distributes electronic mail and telephonic facsimile (FAX) documents.

· Time and Attendance activities - Timekeeper for Task ensuring proper signatures and maintaining files within web-based system and processing staff timekeeping records accurately on a biweekly basis and tracking telework hours.

· Travel activities - Working with staff to plan all travel, prepare travel authorizations, and review/prepare all domestic & foreign travel vouchers utilizing NOAA’s travel database system and troubleshooting travel and routing issues.

· Prepare purchase requests via the CSuite system to be shared and approved by Federal staff.

· Manage service calls on equipment, as necessary.

· Maintaining an employee emergency contact list and assist Program staff with IRIS emergency notification system as necessary and applicable.

· Maintaining electronic and paper files for Program staff, as necessary.

· Work effectively using IT resources, follow applicable IT policies and procedures such as security and appropriate use policies.

· Foster a safe working environment for all employees through an ongoing focus on safety and health issues. Successfully complete approved workplace safety training. Ensure that any unsafe conditions in the workplace are brought to the attention of management in an expedient manner.

· Complete NOAA or Task related Training as required or assigned in a timely manner within requested deadlines

· Format letters, reports, personnel forms, etc. using various types of software.

· Attend staff meetings, as necessary, take and distribute official meeting minutes, assist in assigning and tracking action items as needed.

· Performing other administrative duties as needed to support program operations.

· Managing the processing of visitors to the facility – providing/tracking visitor identification, badges, and parking tags. Maintaining visitor logs, vehicle lists and reservations etc. Coordinating the tracking of keys for government vehicles provided for general staff use.

· Assisting the facility manager with responses to telephone trouble calls.

· Exhibiting attention to detail and maintaining neat, legible and up-to date office related lists.

· Interfacing professionally and gracefully with a diverse public and co-workers in person, in writing, and by phone.

· Maintaining poise and self-control under stress and in emergencies.

· Display professional appearance/dress code, friendly/welcoming personality, positive attitude, politeness and avoid office scuttlebutt/gossip.

Qualifications:

· High School Diploma or GED. Associates degree desirable.

· 1-3 years of front office reception experience working in an office environment using computers, office equipment and telephones to carry out diverse administrative duties.

· Highly proficient in Microsoft Office, including Word, Excel, Outlook, and PowerPoint

· Excellent communication skills

Job Type: Full-time

Pay: $22.00 - $25.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Commute:

• Woods Hole, MA 02543 (Required)

Ability to Relocate:

• Woods Hole, MA 02543: Relocate before starting work (Required)

Work Location: In person

Salary : $22 - $25