Administrative Assistant Job Compensation:
- $16.97 to $21.22/ HR (depending on experience).
Administrative Assistant Job Responsibilities:
- Is required to use a variety of office equipment, such as fax machines, photocopiers, scanners, and videoconferencing and be able to use several types of telephone systems along with email programs.
- Will coordinate and perform administrative activities and support by storing, retrieving, and integrating information for dissemination to staff and clients, answers and relays calls and messages, with follow-up to recipient in a professional manner.
- Open, sort, and distribute incoming correspondence, including faxes and email and schedule and coordinate meetings, appointments and travel arrangements for managers or supervisors.
- Receives visitors and program applicants/participants in a customer-oriented manner, gives program information to callers and visitors and directs to appropriate staff member.
- Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies and verifying receipt of supplies.
- Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques.
- Will assist with negotiating with vendors on office equipment and/or supplies.
- Maintains workflow by studying methods, implementing cost reductions, and developing reporting procedures to resolve administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
- Creates and revises office systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and maintain HR files.
- Prepares and modifies documents including correspondence, reports, drafts, minutes, contracts, memos, emails, and other documents as requested.
- Maintains financial records, files, receipts; tracks invoices, billings, program data such as performance indicators, mailing lists, as well as other office records.
- Assists in coordination of planned activities, workshops, conferences, travel arrangements, venue arrangements.
- Provide technical assistance, training and support to fresh staff as needed.
Attend meetings, conferences, workshops, and perform special projects and other related duties as assigned
-
Administrative Assistant Job Qualifications:
- Two years of vocational trade or equivalency supplemented by 2 years of college level work or equivalent experience of at least 2 years.
- Demonstrated ability either through education and/or experience, knowledge of corporate office protocol and customer service-oriented practices and procedures.
- Demonstrated ability to speak clearly, pleasantly, and courteously, and must possess good listening/comprehension skills.
- Must possess good organizational skills; be able to digest program facts and interpret them to visitors and applicants for services.
- Knowledge and experience in recent computer software, word perfect/Microsoft Word, excel, with demonstrated ability to type minimum of fifty words per minute.
Bilingual Spanish speaking preferred
-
Work Environment, Physical, and Sensory Demands:
The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation will be considered to enable individuals with disabilities to perform the essential functions.
Physical Demands:
- Employees are frequently required to stand, walk, sit, and bend.
- Occasionally required to lift and /or move up to 20 lbs.
- Frequently required to drive.
- Frequently exposed to moderate temperatures, generally encountered in a controlled temperature environment and outside setting.
- Noise level in this work is usually semi-moderate.
Tools & Equipment Used:
- iPad, iPhone, laptop computers, projectors, copy/scanner machine, computer.
- Be able to scan documents and encrypt documents as necessary
- Use first aid equipment, fire extinguisher.
Usage varies by position.
Additional Eligibility Requirements:
- Employment with UMOS is contingent upon successful completion of a criminal background check prior to starting.
UMOS is an equal opportunity Affirmative Action employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
Required
-
Technical/other training or better
-
High School or better
Preferred
-
Customer Service Skills
-
Data Entry
-
Computer Software Skills
-
Administrative Skills
-
Bilingual
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.
