Administrative Assistant

Job Description

Job Description

We are looking for a detail-oriented and organized Administrative Assistant to join our team on a long-term contract basis in Fairfield, California. This role involves supporting departmental operations through a variety of administrative tasks, including document preparation, data management, and communication with staff and the public. If you excel at multitasking and thrive in a collaborative environment, we encourage you to apply.

Responsibilities :

• Perform advanced and confidential administrative tasks requiring independent judgment and technical expertise.
• Research and compile data from multiple sources to assist in the preparation of forms, reports, and calculations.
• Provide clear and accurate information to both the public and staff, explaining policies and procedures as needed.
• Organize and maintain departmental files and official records for easy access and retrieval.
• Draft, proofread, and finalize correspondence, reports, and other documents, ensuring accuracy and compliance with policies.
• Track and process official documents, ensuring timely issuance and proper documentation.
• Operate computer systems to input, retrieve, and analyze data, producing detailed reports as required.
• Coordinate office logistics, including ordering supplies, scheduling equipment repairs, and maintaining reference materials.
• Review system-generated reports for accuracy, correcting discrepancies to ensure data integrity.
• Attend meetings, take minutes, and distribute finalized documentation to relevant stakeholders.
• Demonstrated experience in administrative support, including document preparation and data entry.
• Proficiency in using office equipment and software, such as databases and spreadsheets.
• Strong organizational skills with the ability to maintain complex records and files.
• Excellent communication skills to provide clear information and address inquiries effectively.
• Attention to detail and accuracy in proofreading, calculations, and document management.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Familiarity with policies, procedures, and office operations.
• Experience in handling confidential information with discretion and professionalism.