What are the responsibilities and job description for the Administrative Assistant - HUD (San Juan, PR) Job at Tommy Nobis Center in San J position at Tommy Nobis Center?
Job Description
Tommy Nobis Center Mission : Empowering People Through Employment
Vision : Tommy Nobis Center envisions supportive communities where people with disabilities are afforded the opportunity to work.
Tommy Nobis Center is a Veteran Friendly Employer
Position Summary : Under the direct supervision of the Project Manager and HUD office, this position will provide administrative support to executive staff with office management responsibilities to include budgeting, personnel records and payroll. The Administrative Assistant may be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials.
Essential Job Functions and Responsibilities :
Services included the following general Support Functions but are not limited to the following tasks which are broken into the following categories :
- Provide general office support functions.
- Provide clerical support to include receptionist duties, faxing, filing and assisting employees.
- Coordinate travel arrangements.
- Perform general administrative functions in support of day-to-day operations, including answering the telephone by the third ring, correctly route callers and take messages or forward to voicemail, as appropriate.
- Prepare and develop documentation for Government review and approval, which includes presentations, memorandum, correspondence, organizational charts and statistical reports and / or improving on the quality of existing documentation in support of program management functions, including but not limited to the use of Office Management System.
- Monitor multiple general and specific delivery email boxes daily; review emails to determine urgency and forward or prepare responses to emails, follow-up and route appropriately.
- Receive, inventory, store and distribute mail and packages received by the office; package and label items to be mailed or shipped.
- Scan documents as required, including scaning into electronic filing system, using Adobe Acrobat Pro or other scanning software.
- Set up equipment required for video conference and satellite training.
- Schedule and coordinate conference calling as needed.
- Monitor office supply levels and recommend replenishment as needed, including completion of necessary electronic and hard copy documentation to facilitate purchases as determined by the government.
- Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
- Operate all office equipment provided including copiers, fax machines, printers, scanners, binding machines, etc.
- Other duties as assigned.
Qualifications :
Other Requirements :
Education :
Prior Experience Desirable :
3-5 years administrative experience in the field or in a related area
Special Skills / Abilities :
Interpersonal :
Written Communications :
Analytical :
Oral Communications :
Leadership :
Organizational :
Problem-Solving
Equipment
Other Qualifications or Requirements :
Mental Effort :
Physical Requirements :
Visual Effort :
Safety :
Security
Scope of Position :
Declaration :
This job description is not designed to cover or contain comprehensive listing of activities, duties or responsibilities that are required of the employee. They may be subject to change per the Statement of Work (SOW) of the project contact at any time.
Work Environment :
The work environment characteristics described here are representative of those that an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Experience and Skills
Type or Copy / Paste Requirements here
Job Benefits
Nobis Enterprises offers a full package of benefits; some of which include :
