HR & ADMIN ASSISTANT

JOB DESCRIPTION

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:

RECCEPTION

• 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

OFFICE ADMINISTRATION

• 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

WORKING CONDITIONS

• 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.

To apply this job, please send us your CV and Cover Letter to email: career@aurorareggio.com.