Office Assistant

Performs a variety of administrative functions.  Prepares invoices, reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software; read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.  Familiar with standard concepts, practices, and procedures within a particular field or department. Essential Duties and Responsibilities:

• Open, sort, and distribute incoming correspondence, including faxes and email.
• File and retrieve all documents, records, and reports.
• Greet visitors and determine whether they should be given access to specific individuals.
• Prepare responses to correspondence containing routine inquiries.
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Prepare agendas and make arrangements for committee, vendor, interviews and other meetings.
• Collect and maintain Data Equipment Check list.
• Enter, audit, and ensure payroll is completed timely and efficiently.
• Make travel arrangements for employees and management.
• Performs other related duties as required.

Educational and Other Requirements:

• High School diploma or equivalent.
• Must have knowledge of secretarial, office administrative procedures, and knowledge of use and operation of standard office equipment, at a level generally acquired through 6+ months of related experience.
• Must have knowledge of a variety of computer software applications in word processing, spreadsheets, database, and presentation software.
• Written and verbal communication skills a must.
• Knowledge of confidential information policies, procedures and regulations that governs employee and employer confidentiality.
• Must work independently and as a member of team.
• Essential identification skills, identifying and recognizing changes in circumstances, attentiveness to security violations or an emergency situation.

Mental and Physical Requirements:

• Able to read, speak and write English.
• Ability to use sophisticated computer software programs to achieve job functions.
• Strong physical and mental health to maintain demanding workload.
• Able to work under stressful conditions at times.
• Communication – verbal and written communication, communication with personnel and vendors.
• Seeing - able to see the computer screen.
• Climbing - able to go up and down stairs.
• Position will require a minimum of 40 hours per week dependent on workload.
• Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.
• Strong work ethics of integrity and honesty strives for excellence in all activities employing accompanying communication.
• Develops specific goals and plans to prioritize, organize, and accomplish work.
• Performs day-to-day administrative tasks such as maintaining information files and processing paperwork.
• Develops constructive and cooperative working relationships and maintaining them over time.
• Dependable, reliable, and ability to multitask.

This job description should not be interpreted as an exhaustive list of responsibilities or as an employment agreement between the employer and employee. The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification and is subject to change as the needs of the employer and requirements of the job change.  Any essential functions of this position will be evaluated as necessary should an employee/applicant be unable to perform the functions or requirements due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the employee/applicant when possible.