Performs complex administrative duties to include general clerical and project based work, to support the department.
Data management: Produces and distributes department specific reports. Assists with the data integrity of entries and trouble shoot when appropriate. Conducts research on specific topics, as requested by department supervisors. Enters and extracts data and information from various information systems. Organizes and maintains file system, and files correspondence and other records. Makes copies of correspondence or other printed materials.
Inventory: Maintains an appropriate level of office supplies for department and orders supplies as needed. Arranges for routine maintenance of office equipment.
Accounting Support: Downloads and prepares reports monthly for manager review/input. Requests POs for required equipment and/or services. Prepares new vendor requests for approval when necessary.
Asset Management: Keeps asset assignments and develops audit to ensure compliance, calibration and maintenance of all assigned items. Ensures changes are properly updated and documented.
Personnel: Tracks and maintains weekly report for manager review and input.
Presentation Assistance: Consolidates and updates department quarterly slides as required. Assists with the maintenance and improvement of department report bi-weekly.
Scheduling: Greets scheduled visitors and directs to appropriate area or person. Answers and screens supervisor's telephone calls. Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
Correspondence: Composes and types routine correspondence. Reads and routes incoming mail. Prepares outgoing mail and correspondence, including e-mail and faxes.
This job has no supervisory responsibilities.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
High school diploma or general education degree (GED); a bachelor’s degree preferred. Minimum of 5 years related experience and/or training; or equivalent combination of education and experience.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
To perform this job successfully, an individual should have strong knowledge of and experience with the Microsoft Office suite specifically Word, Excel, PowerPoint and Outlook.
Certificates, Licenses, Registrations
Other Skills and Abilities
Strong attention to detail.
Excellent written and verbal communication skills.
Ability to maintain focus in a fast paced environment.
Ability to multi task and adapt to shifting priorities.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk; climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision and color vision.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.