Job Details

Administrative Assistant

In addition to secretarial duties (filing, taking phone calls, scheduling appointments, making travel arrangements), this position will provide administrative support to the Senior Contract Maintenance Manager (SCMM) with office management responsibilities including budgeting, personnel records, and payroll. The Administrative Assistant may be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials. Relieves SCMM of clerical work and minor administrative and business detail.

Responsibilities

• Answer phone with professionalism and enthusiasm and relay messages to the appropriate person and greet scheduled visitors and direct to appropriate area or person.
• Keep office neat and organized and run errands.
• Sort and route incoming mail and prepare FedEx or UPS packages to be sent.
• Prepare outgoing mail and correspondence, including e-mail and faxes.
• Type correspondence and prepare miscellaneous spreadsheets.
• Compose and type routine correspondence.
• Organize and maintain file system and file correspondence and other records.
• Maintain and update contract files daily facilities.
• Coordinate manager's schedule and make appointments.
• Arrange and coordinate travel schedules and reservations.
• Conduct research and compile and type reports.
• Coordinate and arrange meetings, prepare agendas, reserve and prepare correspondence or other printed materials.
• Maintain office equipment and arrange for service on the equipment.
• Communicate with sites.
• Order uniforms and miscellaneous items for job sites.
• Maintain/update contact list quarterly or as required.
• Set up interviews and communicate with applicants.
• Assist in maintaining Joint Commission documentation.
• Receive requisitions for materials from technicians, order/receive materials, update government database with status.
• Monitor government database Work Status.
• Update government database when work is completed.
• Run and prepare weekly/monthly reports.
• Maintain forms and documents.
• Other duties as assigned.

Education and/or Work Experience Requirements

• Must possess a high school diploma or equivalent, associate degree (A.A.) and two years office related experience and/or training, or equivalent combination of education and experience.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• Must be proficient and knowledgeable of Microsoft Word, Excel, Office and other management software including the DMLSS system.
• Demonstrated skills in objective problem-solving and decision-making.
• Strong written and oral communication skills.
• Must have a high level of attention to detail.
• Must possess a valid driver's license and insurable driving record.
• Be a self-starter and have proficient typing skills.
• Must have familiarity with office unit procedures.

Physical Requirements

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; or hear and reach with hands and arms. Must be able to work in a sitting position for 8 or more hours per day. Must be able to lift up to 10 pounds on a regular basis and up to 50 pounds as needed.