Essential duties may include, but are not limited to, the following: - Perform a variety of secretarial and administrative work in support of the assigned office; relieve management staff of a variety of administrative details; compile and organize information and data from various sources on a variety of specialized topics related to programs in assigned area, organize and facilitate activities of the assigned office, recommend procedural changes affecting support activities, maintain a calendar of department activities, meetings, and various events, schedule meetings and arrange for room set up; arrange for necessary materials to be available at meetings.
- Serve as initial contact person; receive and screen calls and visitors; provide routine and non-routine information; refer more technical questions or issues to appropriate staff; respond to general complaints where judgment, knowledge, and interpretation are utilized; take messages as appropriate.
- Type, proofread, and word process a variety of routine and non-routine documents including general correspondence, agendas, reports, and memoranda; may compose letters, memoranda, or basic reports as instructed; arrange for or distribute copies of material, receive, open, review, sort, date stamp, and distribute office mail.
- Perform bookkeeping duties which may include accounts payable, accounts receivable, and billing; collect, receipt, count, and balance money; issue receipts; maintain record of transactions.
- Perform daily bank and credit card deposits, and balance customer cash account.
- Order, receive, inventory, store, and distribute supplies; contact vendors and suppliers as needed; maintain related records.
- Provide information and forms to staff and the public; apply and may interpret department policies, procedures, services, and operations.
- Coordinate the flow of communication through the assigned office in an efficient and effective manner with staff, the general public, businesses, and others.
- Assist in the collection and organization of budget information from staff; monitor assigned budget line item; provide status reports as required.
- Verify accuracy of employee time cards and enter payroll data as required.
- Proofread service reports and review work orders before closing
- Contacting customers for purchase orders and/or payment information
- Assist in a variety of department operations; perform special projects and assignments as requested.
- Make travel arrangements for various departments.
- Prepare and initiate purchase orders for assigned department; ensure items are posted correctly.
- Attend and participate in staff meetings and related activities; attend workshops, conferences, and classes to increase knowledge as requested.
- Provide backup support as needed to inventory control.
- Coordinate seasonal company activities.
- Perform a variety of general clerical duties including maintaining and filing records, verifying accuracy of information, and recording information.
- Operate modern office machines and equipment including PCs, telephone system, printers, copiers, calculators, and fax machines; routine and non-routine use of office software applications.
- Adhere to safe work practices and procedures.
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- Minimum of a high school diploma or equivalent
- Minimum of 1-year related experience
- Valid driver’s license
- Public Notary or ability to become a Public Notary
- Knowledge of standard office procedures, methods, and equipment
- Knowledge of English usage, spelling, vocabulary, grammar, proofreading, and punctuation
- Knowledge of basic mathematical principles
- Knowledge of numerical, alphabetical and subject matter filing
- Skill to operate modern office equipment
- Skill to type and enter data at a speed necessary for successful job performance
- Ability to learn the procedures and functions of the assigned position
- Ability to plan and organize work to meet schedules and timelines
- Ability to understand and follow oral and written instructions
- Ability to communicate clearly and concisely, both orally and in writing
- Ability to establish, maintain, and foster positive and harmonious working relationships with others in the course of work.
- Ability to maintain confidentiality
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· Use various office equipment and programs such as a PC, dealer AS400 computer system, all related software, e-mail, calculator, telephone, fax machine, copy machine, and printer · Sit at a desk 5 to 7 hours a day. · Work a computer keyboard 5 to 7 hours a day. · Stand 2 to 4 hours a day. · Usual working hours are 8 hours per day, 5 days per week. · Work overtime as needed. · Move and arrange office tables and chairs. · Lift up to 25 pounds |
