Office Administrative Assistant

Function: Under the direct supervision of the District Manager (DM), the Administrative Assistant performs a variety of administrative functions around SAPSD facilities.
Essential Duties and Responsibilities:

• Serve as the company receptionist, answering the phone and greeting residents/employees directing them to the appropriate personnel
• Provide administrative support to the District Manager or team on numerous projects handling various tasks like maintaining managing calendars, scheduling meetings, answering phone calls, managing emails, handling correspondence, maintaining files,, data entry, and coordinating travel arrangements, scanning documents all while maintaining confidentiality of sensitive information.
• Assist District Manager in maintaining website and social media up to date, plan and implement company events
• Assist Chief of Fire Department with projects if/when needed to perform administrative tasks
• Project support - Assisting with company event tasks, contacting vendors, tracking deadlines, and coordinating with team members.
• Assist/cross train with Accounts Payable on Sage software to understand SAPSD’s process of ensuring that property payment of outstanding invoices are made in a timely fashion
• Report to the District Manager or team for weekly updates, accomplishments and any issues regarding attention
• Follow and adhere to St. Andrews Public Service District’s policies, procedures, and standards
• Special projects as assigned

Skills & Knowledge:

• Extremely organized, detail oriented, accurate and thorough in completing tasks
• Ability to make sound, educated decisions
• Ability to prioritize tasks based on importance and multi-task in a fast paced environment with emphasis on accuracy and timeliness
• Ability to handle confidential information in a discreet, professional manner
• Ability to process and follow-up on rush items and meet deadlines
• Ability to effectively and professionally present and communicate information verbally and in writing
• Ability to work independently and as part of a team
• Ability to read and interpret complex materials pertaining to responsibilities of the job
• Ability to interact with residents, employees and vendors in a professional manner
• Ability to be an effective team member and display initiative with an eye toward improving efficiency of current system and better utilizing software
• Strong computer and time management skills
• Proficient with Microsoft Office products (Word and Excel), Google Drive services (Docs, Sheets and Calendar)

Education, Training and Experience:
4-year bachelor’s degree and minimum 5 years of proven administrative assistant experience or similar role
Physical Demands:
While performing the duties of this job, the employee is frequently required to walk, sit, stoop, kneel, talk or hear; handle or operate objects; reach with hands and arms.
The employee may be required to lift and/or move up to 10 pounds and occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to focus.
Work Environment:
Duties are performed primarily at a desk in an office setting. Work includes frequent clerical and administrative responsibilities and interaction with vendors and employees. The office environment is secure and climate controlled. Occasional travel by vehicle may be necessary for the purpose of attending educational workshops.
The noise level in the work environment is usually low to moderate. Individual is exposed to alarms associated with first response service, fighting fires and rendering emergency medical assistance.

The examples of duties are intended only as illustrations of the various types of work performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or logical to the job.
The position description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the position change.

Job Type: Full-time

Pay: $48,382.00 - $51,328.00 per year

Schedule:

• 10 hour shift
• No weekends

Work Location: Multiple locations

Salary : $48,382 - $51,328