Administrative Assistant

Administrative Assistant Overview

• The Administrative Assistant will support daily operations with routine administrative functions for a residential work unit.
• Perform data entry, process forms, maintain records, and organize information efficiently and accurately.
• Prepare routine reports and correspondence, ensuring timely responses to information requests.
• Provide general office assistance, including reception duties and scheduling appointments.
• Maintain records for vehicle registrations, inspections, and parking placards.
• Utilize SharePoint for file management, with proficiency in Excel, Word, and Outlook.
• Handle confidential information with discretion and ensure compliance with policies and procedures.
• Support operational activities, including payroll records and invoice processing.

Administrative Assistant Key Responsibilities & Duties

• Perform administrative support tasks such as mail distribution, correspondence screening, and visitor reception.
• Organize and maintain both paper and electronic filing systems for departmental records.
• Prepare and update routine reports and spreadsheets for operational tracking.
• Verify and process documents, ensuring accuracy and compliance with regulations.
• Assist in managing vehicle-related documentation, including registrations and inspections.
• Process invoices, reconcile petty cash, and maintain financial records.
• Provide operational support for personnel and payroll record management.
• Collaborate with other support staff to complete assigned functions effectively.

Administrative Assistant Job Requirements

• Associate of Science (AS) degree required, with relevant coursework in administrative functions.
• Minimum of 1 year of administrative experience; 4 years preferred.
• Proficiency in SharePoint, Excel, Word, and Outlook is essential.
• Strong organizational skills and attention to detail for recordkeeping and documentation.
• Ability to handle confidential information with discretion and professionalism.
• Experience in invoice processing and petty cash reconciliation is advantageous.
• Effective communication skills to interact with staff, visitors, and stakeholders.
• Capability to manage multiple tasks and prioritize workload efficiently.