Full Time Administrative Assistant (Dec 2024)

Position closes EOB Jan 15, 2025

POSITION: Administrative Assistant

DEPARTMENT: Administration

REPORTS TO: Executive Director

FLSA CLASSIFICATION: Non-Exempt

SALARY: $45,000-$55,000

SUMMARY

The Administrative Assistant provides administrative support to ensure efficient operation of the office and supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of concepts, practices, and procedures in office organization.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Scheduling, preparing documents, and taking notes for meetings and appointments for administrative staff
• Participate in monthly Park and Foundation Boards' meetings to operate display, recording, and minutes.
• Writing and responding to messages on behalf of administrative staff
• Manage shared calendars and room bookings
• Create and distribute internal newsletters or communications
• Coordinate travel arrangements for staff
• Provide a variety of administrative and clerical duties to office staff
• Support special events and projects
• Provides support to accounts receivable and payable including data entry, purchase tracking, and expense coding
• Prepare and monitor invoices and process cash transactions
• Assist with budget tracking, financial reporting, and departmental summaries
• Provide assist in hiring processes including scheduling interviews, organizing and compiling applications, and tracking ratings
• Conduct employee onboarding and help organize training & development initiatives
• Provide support to supervisors for performance evaluations
• Maintain confidential employee files and records in electronic and paper form
• Perform other duties as apparent or assigned

MINIMUM QUALIFICATIONS

Strong written and verbal communication skills.
Associate's degree in office administration, business, or related field or equivalent employment experience.
Ability to maintain a good working relationship with other employees, supervisors, and the public.
Possess a thorough computer proficiency and the ability to utilize technology for data processing and communication.
Proficient typing and 10-key data entry.
Valid driver's license.

PHYSICAL AND MENTAL DEMANDS

This position requires the employee to work in a fast-paced environment, with the ability to meet frequent deadlines. While performing the duties of this job, the employee must regularly sit, talk and hear. The employee is frequently required to use hands to touch, handle or feel. The employee is occasionally required to stand and walk. The employee may be required to occasionally perform a full range of motion while lifting and/or carrying items weighing up to 25 pounds. The mental and physical requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position.

WORKING ENVIRONMENT

Work is performed in a standard office environment. The noise level in the work environment is usually moderate. The work environment characteristics described here are representative of those an individual encounters while performing the essential functions of this position.