Job description
Reporting to the Program Director, this position is responsible for assisting with various administrative and clerical tasks. The incumbent is also responsible for providing administrative and clerical support to others in the office to maintain an efficient office environment. Duties range from generalized office-related tasks to specific duties required for creating, organizing, and maintaining new filing systems and computer-based data entry. The Administrative Assistant is responsible for the orderly recording and maintenance of physical and electronic documents. Knowledge and use of computers, various software programs, scanners, and other office equipment is required. The Administrative Assistant must have adaptive skills to learn new systems of filing, electronic document storage, and databases as the program updates or changes systems of records management.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Prepare, manage, and submit billing processing to program partners.
- Provide general administrative and clerical support including mailing, scanning, faxing and copying to management
- Schedule and coordinate meetings, appointments and travel arrangements for Program Director and other staff members
- Responsible for keeping inventory of all office supplies and placing orders for replenishment is needed.
- Records minutes at various staff and advisory meetings and archives them accordingly.
- Schedule interviews, prepare pre and post employment documentation, and submit background checks.
- Prepare, maintain and manage interview schedules and correspondences.
- Run company s errands to post office and office supply stores
- Assist in resolving any administrative problems
- Maintains office filling and storage systems
- Maintain audit ( ACA and PREA) files
- Provides assistance with the preparation of audit -related reports, manuscripts, and presentations
- Prepares LANO reports and written reports to program partners.
- Provide monthly quality control plans and weekly indicators as outlined by the Director
- Retrieve approval for invoices, purchases, etc., for accounting proposes and upload invoices into file bound.
- Perform related duties as assigned
ADDITIONAL DUTIES AND RESPONSIBILITIES (Non-essential)
- Assists with the transportation of auditors, stocking and shelving of office supplies and equipment
- Performs light housekeeping to keeps office area clean and tidy
KNOWLEDGE, SKILLS, ABILITIES:
This position requires knowledge, skills and abilities equivalent to:
- High school diploma or general equivalency diploma (GED) required. Office experience or training is strongly preferred.
- Must be able to maintain confidentiality.
- Competent computer skills including MS Office and knowledge of office equipment is required.
- Proficient verbal and written communication skills
- Organizational, planning, work management and prioritizing skills required.
- Problem solving ability, attention to detail, accuracy, flexibility, and reliability required.
- Documented, verifiable office experience is strongly preferred.
SPECIAL REQUIREMENTS:
- Must be at least 21 years of age or older at the time the offer of employment is made.
- Must be able to pass all required compliance checks and criminal history investigation, including Bureau of Prison NCIC/NLETS.
- Must be able to obtain and maintain certification in First Aid and Cardio Pulmonary Resuscitation.
PHYSICAL REQUIREMENTS:
Work is primarily performed in a normal office environment generally while seated at a desk. Dexterity is required to performing work with personal computer keyboard, calculator and other office equipment
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