HR & ADMIN ASSISTANT
Updated: May 7, 2018
Administrative Assistants ensure the efficient day-to-day operation of the office, and support the work of management and other staff.
PRIMARY DUTIES & RESPONSIBILITIES
Administrative Assistants perform a wide range of duties including some or all of the following:
Answer general phone inquiries using a professional and courteous manner
Direct phone inquires to the appropriate staff members
Reply to general information requests with the accurate information
Greet clients/suppliers/visitors to the organization in a professional and friendly manner
Management of office equipment
Maintaining a clean and enjoyable working environment
Handling external or internal communication or management systems
Managing clerical or other administrative staff
Organizing, arranging and coordinating meetings
Sorting and distributing incoming and outgoing post
Pays employees by calculating pay; distributing checks; maintaining records
Administers student fees, medical insurance, savings bond, and disability programs by advising employees of eligibility; providing application information; helping with form completion; verifying submission; notifying employees of approvals.
Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
Sort incoming mail, faxes, and courier deliveries for distribution
Prepare and send outgoing faxes, mail, and courier parcels
Forward incoming general e-mails to the appropriate staff member
Purchase, receive and store the office supplies ensuring that basic supplies are always available
Code and file material according to the established procedures
Update and ensure the accuracy of the organization's databases
Back-up electronic files using proper procedures
Provide secretarial and administrative support to management and other staff
Make travel, meeting and other arrangements for staff
Coordinate the maintenance of office equipment
ASSIST WITH FINANCIAL MANAGEMENT
Use computer software to prepare invoices and salary payroll
Process accounts payable ensuring timeliness and accuracy of information
Process accounts receivable ensuring timeliness, accuracy of codes and appropriate backup
Prepare accurate bank reconciliations and deposits
Administer petty cash according to established procedures
Month end duties as required
PROVIDE BOARD SUPPORT
With the Executive Director, prepare meeting agendas and supporting material for distribution
Ensure the timely distribution of material to the Board
Support the Board with meeting, travel and other arrangements
Draft minutes of Board meetings for review by the Executive Director
Create action list for management staff from board meetings
Administrative Assistants work in an office environment.
Administrative Assistants usually work a standard workweek.
Administrative Assistants may be required to work some overtime hours such as attending Board meetings.
SKILLS & QUALIFICATIONS
Administrative Writing Skills, Verbal Communication, Maintaining Employee Files, Compensation and Wage Structure, Orienting Employees, Benefits Administration, Professionalism, Organization, Teamwork, Time Management.
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