Administrative Assistant 1

Summary

The Administrative Assistant I provides clerical and administrative support to one or more managers/departments within Shared Services or a Region. 

Roles and Responsibilities

The Administrative Assistant I will perform the following duties in a safe, productive, and effective manner: 

• Performs general clerical duties including, but not limited to, filing, mailing, faxing, photocopying, typing.
  • Types correspondence
  • Maintains hard and electronic files
  • Handles materials and documents in a professional and discreet manner
  • Pulls reports, bid bonds, preconstruction documents, etc. 
  • Codes and tracks invoices
• May assist with timekeeping, payroll, and/or HR functions
• May schedule appointments and update calendars for manager(s) within area of responsibility
  • May assist with coordination of travel arrangements for manager(s)
  • May set-up and coordinate meetings and conferences
• Answers phone(s) promptly and in a professional manner
• May order and maintain office supplies for assigned area of responsibility i.e kitchen and bathroom supplies
• May assist with activities related to co-worker recognition/appreciation such as ordering event tickets or flowers, sending cards, etc.
   

Requirements

• High School diploma or equivalent or 2 years related experience
• Proficient with Microsoft software programs such as Word, Excel, Outlook, and PowerPoint

The following competencies are needed to successfully perform this job:

• Ability to write reports, business correspondence, and procedures 
• Ability to listen to and read and comprehend instructions; ability to read and comprehend correspondence and memos 
• Strong writing  and verbal skills
• Ability to effectively respond to questions in one-on-one and small group situations with co-workers and clients
• Ability to calculate mathematical figures using addition, subtraction, multiplication and division and apply concepts such as fractions and percentages
• Must possess strong customer service skills
• Must be willing to work with others and be a part of a team
• Good listening skills 
• Must be able to prioritize work and utilize strong organizational skills 
• Ability to maintain confidentiality
• Ability to solve practical problems using existing processes and procedures 
• Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form 
• Ability to define problems, collect information, establish facts, and draw valid conclusions