Administrative Assistant I

Administrative Assistant I

Under general supervision, provides moderately complex administrative support to an individual, office, department or program. Work requires thorough knowledge of the organization and programs where assigned and involves moderate participation in the work of the supervisor. Incumbents have responsibility for office operations and function independently, where procedures have been established with moderate consequence of error.

Responsibilities include distributing work orders to functional units, conferring with unit supervisors to determine material requirements, and reviewing work orders for validity, accuracy, justification, and feasibility. The role also involves utilizing manual and / or automated work control systems to process maintenance work orders, editing and revising documents, and composing responses to routine inquiries. The administrative assistant is responsible for developing, implementing, and maintaining paper and electronic filing systems, screening telephone calls and visitors, and scheduling and coordinating meetings and appointments. Additionally, they gather and consolidate background information for reports, order supplies and equipment, oversee equipment maintenance, and may assist with department budget and routine reports.

Minimum Qualifications include a high school diploma or GED and four years' experience providing administrative support. Applicants may be required to complete the institution's required skills assessment to be considered. Knowledge, skills, and abilities required include general knowledge of maintenance and operations crafts, working knowledge of work control, supply, and purchasing procedures, effective communication skills, ability to proofread and edit written documents, working knowledge of computerized systems / software appropriate to facilities management, and the ability to plan, organize, prioritize, and execute multiple assignments with general instructions.