SUMMARY:

The Administrative Assistant (Floater) is to support the administrative functions of various departments as needed. This position will provide administrative support duties of a varied nature as directed by the Office Manager. Special emphasis will be typing, filing, sorting mail, scheduling and maintaining an accurate records system and assist with correspondence.

ESSENTIAL DUTIES AND RESPONSIBLITIES:

The following duties and responsibilities are not meant to be all inclusive and may be adjusted to meet business needs.

Receive and review all incoming mail on a daily basis.
Provide daily front desk backup for breaks and also when the Receptionist is out of the office.
Run errands as needed with use of company vehicle.
Assist with mailings as needed by staff.
Perform record keeping, which may include confidential information.
Answer phone calls, take messages and maintain department calendar.
Establish, maintain and update important files and other office documents.
Type routine correspondences, forms, requisitions, and proposals, etc.
Process, review and follow-up with outgoing financial documents such as travel requests, payment requests, requisitions, purchase orders, invoices, and training forms.
Manage the process of finance paperwork necessary for purchases by following policies and procedures.
Order office supplies and maintain office equipment.
Perform copying tasks and faxing of documents for staff when needed
Schedule and coordinate meetings, events, interviews, and other similar activities as requested by outside agencies.
Assist staff in setting up TEAMS meetings video if an issue should arise.
Other duties as assigned

MINIMUM QUALIFICATIONS:

High School Diploma or GED
Minimum six (6) months of current experience in an administrative setting supporting various workgroups.
Ability to maintain strict standards of confidentiality
Highly organized w/ the ability to multi-task.
Proofreading skills
Excellent written and verbal communication skills
Proficiency in using a computer and common computer software programs (e.g., Microsoft Word, Excel, Outlook, PowerPoint and Teams)
Ability to work independently and effectively with minimal supervision
Ability to work well within the existing team and government structure