ADMINISTRATIVE ASSISTANT

Job Description

Job Description

Description :

Essential Functions :

• Ensure effective and regular communication with your supervisor(s). Report problems and issues appropriately, providing timely feedback on challenges that prevent accomplishing goals.
• Handle all incoming calls professionally and take thorough and accurate messages and route to appropriate individuals in a timely manner.
• Sort and distribute company mail. Handle UPS, FedEx, USPS accounts and file receipts. Prepare outgoing mail to Texas office weekly.
• Maintain professional relationships with program partners and vendors, answering questions and providing them with needed information.
• Establish and maintain electronic files for all program documents. Post as necessary.
• Update, maintain, and ensure accuracy of all office databases and files including program partner and vendor information.
• Collect and compile program data from requests and reports monthly. Ensure the accuracy of the data collected. Provide data to the Manager for interpretation and reporting.
• Upgrade and maintain the paper filing system in the office.
• Manage the flow of paper request and report forms in the office. Route documents to the appropriate staff and ensure essential documents do not get lost.
• Attend and take minutes during staff meetings. Provide minutes to staff in timely manner. (Post on SharePoint in a timely manner.)
• When asked, assist and coordinate staff travel plans. Research and negotiate prices on hotel and meeting rooms. Provide confirmation information to staff.
• Provide financial reports, invoices, and bills to finance on a daily, weekly, and monthly basis. Request checks from finance as needed. (i.e. petty cash, ordering office supplies, etc.)
• Update office and program activity calendar. Remain knowledgeable of all office events, travel schedules, deliveries, etc.

Monthly Responsibilities :

Material Services Responsibilities

Requirements :

Secondary Functions :

Work Conditions :

Job Scope :

Job Skills

Education / Experience