Admin Assistant - Info Systems

This position handles the administrative office duties and assists the Director for the IT department., 1.Screens incoming calls, directs calls, and takes and transmits messages. This duty is performed

daily.

2.Greets visitors and provides assistance. This duty is performed daily.

3.Receives, sorts, and distributes various mail and correspondence to appropriate personnel. This

duty is performed daily.

4.Prepares external and internal outgoing mail and follows procedures and postal requirements. This

duty is performed daily.

5.Photocopies various documents and ensures appropriate safeguard of such documents related to

confidentiality. This duty is performed weekly.

6.Performs tasks using standard operating equipment and computer programs to prepare and format

forms, correspondence, reports, and other documents. This duty is performed daily.

7.Provides routine data entry, keying information into designated fields using various databases. This

duty is performed daily.

8.Assists in ensuring the proper flow of paperwork exists within an assigned department. This duty is

performed daily.

9.Answers written or oral inquires of a routine nature. This duty is performed daily.

10.May schedule appointments and conference rooms, verify data, provide follow up, and

communicate appointment schedule to appropriate parties. This duty is performed as needed.

11.Composes and types routine correspondence and form letters. This duty is performed as needed.

12.Research various data storage/and or computer records to obtain information and compiles data

for reports. This duty is performed as needed.

13.Establish and maintain filing systems. This duty is performed daily.

1. Perform any other related duties as required or assigned., Under immediate supervision, performs general assignments of work, with periodic check of performance by supervisor.

PLANNING

Limited responsibility with regard to general assignments in planning time, method, manner, and/or sequence of performance of own work operations.

DECISION MAKING

Performs work operations which permit frequent opportunity for decision-making of minor importance and which would not only affect the operating efficiency of the individual involved, but would also affect the work operations of other employees and/or clientele to a slight degree.

MENTAL DEMAND

Moderate mental demand. Operations requiring almost continuous attention, but work is sufficiently repetitive that a habit cycle is formed; operations requiring intermittent directed thinking to determine or select materials, equipment or operations where variable sequences may be selected by the employee.

ANALYTICAL ABILITY / PROBLEM SOLVING

Moderately repetitive. Activities with slight variation using a definite set of processes or directions with some degree of supervision. Choice of learned things in situations which conform to clearly established patterns and modes.

RESPONSIBILITY FOR WORK OF OTHERS

Responsibility for work of others: Not indicated.

RESPONSIBILITY FOR FUNDS, PROPERTY and EQUIPMENT

No responsibility for this factor.

ACCURACY

Probable errors of internal scope should ordinarily be detected within the department or office in which they occur, but may affect the work of others within the unit, requiring additional expenditure of time to trace errors and make all necessary corrections. Errors would require a moderate amount of time to correct.

Information Technology & Information Systems, Administrative Skills, Administrative Skills, Information Technology & Information Systems, Accounts Receivable, Telephone Skills, Mail Processing, Data Entry, Calendar Management, Conference Management, To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required., High school or GED, plus specialized schooling and/or on the job education in a specific skill area; e.g. data processing, clerical/administrative, equipment operation, etc, plus 12 to 18 months related experience and/or training, or equivalent combination of education and experience.

COMMUNICATION SKILLS

Ability to read and understand simple instructions, short correspondence, notes, letters and memos; Ability to write simple correspondence. Ability to read and understand documents such as policy manuals, safety rules, operating and maintenance instructions, and procedure manuals; Ability to write routine reports and correspondence.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to prepare and interpret bar graphs.

CRITICAL THINKING SKILLS

Ability to utilize common sense understanding in order to carry out written, oral or diagrammed instructions. Ability to deal with problems involving several known variables in situations of a routine nature., Notary Public preferred. Valid driver’s license preferred.

SOFTWARE SKILLS REQUIRED

Intermediate: Word Processing/Typing

Basic: 10-Key

INITIATIVE AND INGENUITY

Normal working conditions as found within an office setting, wherein there is controlled temperature and a low noise level, plus a minimum of distractions.