Position Summary

Under the general supervision of community administrator or designee, the Administrative Assistant provides general clerical and office support, e.g., types a variety of correspondence, maintains files and schedules meetings or activities.   Answers telephones and provides reception coverage, guest relations services, sorting and distribution of mail, and related clerical duties.

 

Key Responsibilities

• Welcomes – Greets visitors, determines name and nature of business, and refers to appropriate department or employee.


• Files – Sets up files and files general correspondence to ensure information remains organized and is easily retrieved.


• Processes – Processes incoming mail by opening, dating, and distributing it to appropriate employees.  Prepares and mails outgoing correspondence and information.


• Meets – Coordinates, attends, and may take minutes at meetings.  May report on proceedings.


• Operates – Utilizes standards office equipment including copier and fax machines.


• Reports – Generates routine reports by determining the users’ needs and by collecting and organizing the data to provide accurate and complete reports.


• Schedules – May coordinate or schedule regular or intermittent activities or meetings.  May coordinate or schedule special events.  May keep track of vacation schedules and back-up coverage.


• Supplies – Orders and maintains office supplies and forms by periodically checking inventories of supplies on hand, completing purchase requisitions to order additional supplies, and ensuring accurate orders are received.


• Types – Generates correspondence, reports, proposals, and/or manuscripts from drafted documents to ensure effective facility communications. 


• Database Management – Sets up databases and enters information into computer systems in order to produce reports and maintain accurate information.  Maintains a system for retrieval.


• Proofreads – Proofreads generated correspondence by reviewing and correcting errors in grammar, punctuation, and spelling, and checking factual correctness and conformance with policies to ensure correspondence is accurate.  Calls any deviations to the attention of the writer or the supervisor.


• Performs - Additional responsibilities assigned as required.