JOB SUMMARY:

Under general supervision, performs a variety of administrative duties and staff support services for the head (typically a Director/Manager) of a single organizational unit or a group of related programs. May assist in the development and maintenance of records, statistics, and reports and researching, coordination and distributing information and materials to the staff. Organizes duties of the Department head to facilitate the efficient operation of the department. Maintains excellent relationships with others.

Job Responsibilities:

• Schedules, prioritizes and follows up on meetings and appointments. Maintains calendar and issues reminders and monitors appointments to assure the office operates efficiently.
• Screens correspondence. Prioritizes the mail and responds to correspondence as instructed. Refers more complex and/or urgent correspondence to the Department head, gathers any additional information needed to respond.
• Screens telephone calls and redirects to individuals who can quickly and efficiently respond.
• Prepares reports, presentations, documents, etc. based on specific instructions. Reviews presentation materials to ensure accuracy. Distributes information and materials to the staff as required.
• Processes expense reports and monitors incoming invoices. Prepares forms to process and pay invoices. May assist in the department’s budget process.
• Makes necessary travel arrangements, including ground transportation and hotel accommodations. Prepares travel itineraries for supervisor and direct reports.
• Handles confidential and/or sensitive department information with discretion.
• Oversees office environment by preparing and submitting requests for new equipment, office furniture and/or equipment maintenance and repair. Ensures that office supplies are replenished when needed.

BASIC QUALIFICATIONS

• Basic level skill in Microsoft Excel (for example: opening a workbook, inserting a row, selecting font style and size, formatting cells as currency, using copy, paste and save functions, aligning text, selecting cells, renaming a worksheet, inserting a column, selecting a chart style, inserting a worksheet, setting margins, selecting page orientation, using spell check and/or printing worksheets).
• Basic skill level in Microsoft PowerPoint (for example: inserting, rearranging, hiding and deleting slides, navigating between slides, increasing list level, adding, centering and editing text, changing views, inserting a table or a note, moving objects, printing outline view and/or running a slide show).
• Basic level skill in Microsoft Word (for example: opening a document, cutting, pasting and aligning text, selecting font type and size, changing margins and column width, sorting, inserting bullets, pictures and dates, using find and replace, undo, spell check, track changes, review pane and/or print functions).

PREFERRED QUALIFICATIONS

• 2 years of general administrative experience (ex. Answering phones, making travel arrangement, distributing correspondence).
• Associate’s or Bachelor’s Degree
• Experience using Microsoft Outlook for email and calendar management
  We will consider employment of qualified applicants with arrest and conviction records.
  Salary Range: $18.75 - $28.13 / Hourl

• Schedules, prioritizes and follows up on meetings and appointments. Maintains calendar and issues reminders and monitors appointments to assure the office operates efficiently.
• Screens correspondence. Prioritizes the mail and responds to correspondence as instructed. Refers more complex and/or urgent correspondence to the Department head, gathers any additional information needed to respond.
• Screens telephone calls and redirects to individuals who can quickly and efficiently respond.
• Prepares reports, presentations, documents, etc. based on specific instructions. Reviews presentation materials to ensure accuracy. Distributes information and materials to the staff as required.
• Processes expense reports and monitors incoming invoices. Prepares forms to process and pay invoices. May assist in the department’s budget process.
• Makes necessary travel arrangements, including ground transportation and hotel accommodations. Prepares travel itineraries for supervisor and direct reports.
• Handles confidential and/or sensitive department information with discretion.
• Oversees office environment by preparing and submitting requests for new equipment, office furniture and/or equipment maintenance and repair. Ensures that office supplies are replenished when needed