Administrative Assistant

Description

Under general supervision, provide complex and diversified administrative support for the leadership and staff of a functional unit at assigned site.

• Coordinate the daily operation of the unit.
• Prepare agendas, transcribe and distribute minutes of committees, commissions, and meetings.
• Perform complex, diversified, and specialized administrative work for the site leadership or functional unit staff. Prepare and type memoranda, letters, and reports. Create computer forms, templates, and tables. Compile statistical data.
• Review and recommend new or enhanced operating procedures.
• Set up and maintain complex electronic and paper filing systems.
• Coordinate or prepare a wide variety of complex financial and operational reports.
• Coordinate collection and presentation of budget data.
• Interpret established policy and provide information for the resolution of problems.
• May serve as Notary Public.
• May attend meetings with or as a representative of their supervisor
• Perform other duties as requested

Qualifications

Minimum Qualifications:

• Three (3) years administrative experience.
• Solid computer skills in office word processing, email, spreadsheet, and presentation applications.

Preferred Requirements:

• Microsoft Office Suite: Proficiency in Word, Excel, PowerPoint, Power BI and Outlook for document creation, data analysis, presentations, and email management.
• Maintenance Management Software: Familiarity with tools like CMMS (Computerized Maintenance Management Systems) SAP to track maintenance activities, manage work orders, and schedule preventive maintenance.
• Database Management: Experience with data entry, organization, and database systems to maintain accurate records.
• Email Management: Proficiency in managing emails, scheduling, and using email clients effectively.
• Calendar Management: Experience in scheduling appointments, meetings, and managing calendars electronically.
• Virtual Meeting Platforms: Familiarity with platforms such as Zoom, Microsoft Teams, or WebEx for virtual meetings.
• Document Management: Skilled in using document management software to organize and store file.