Administrative Assistant

*This position is in office*

SUMMARY

Responsible for answering incoming calls, directing calls to appropriate associates, mail distribution, the flow of correspondence, requisition of supplies as well as additional administrative duties. Provides general office support with a variety of administrative activities and related tasks. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

•    Greets visitors in person or on the telephone, answering or referring inquiries;

•    Directs visitors by maintaining current employee/department directories;

•    Maintains safe and clean reception area by complying with office procedures;

•    Maintains security by following procedures; monitoring logbook, issuing visitor badges, providing parking permits, if required;

•    Updates office phone listings;

•    Locates clients in EPIC to transfer calls appropriately;

•    Receives opens, scans mail into EPIC to servicing teams;

•    Assists with incoming invoices from vendors (prepares check request form, sends for approval, then submits to Vendor Payables);

•    Scans invoices to be sent to Accounting;

•    Handles all USPS outgoing/incoming mail, including vendors (sign for incoming deliveries);

•    Assists and manages travel arrangements for Executives;

•    Assists team members with surplus workflow;                                                               

•    Orders and maintains office supplies including printing materials;

•    Handles service requests for office equipment, phones, etc.; 

•    Assists the office with ordering food for meetings;

•    Assists with dead files, as required;

•    Complies with agency management system data standards and data integrity (enters and maintains complete and accurate information);

•    Other duties as assigned.

QUALIFICATIONS
EDUCATION / EXPERIENCE

High school diploma or equivalent combination of education and experience 

Relevant work experience preferred 

SKILLS

Excellent verbal and written communication skills

Good leadership, problem-solving, and time management skills

Good planning, organizational, and prioritization skills

Ability and motivation to work independently

Ability to interface with executive – internal and external

Proficient in Microsoft Office products 

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