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Employment
Application
Administrative
Assistant
Job Description
General:
The Administrative Assistant is an individual who provides
necessary support duties to the Executive Director of Friendship Ark.
These duties generally relate to the daily office operations of the
agency. The Administrative Assistant respects confidential information
and conducts him/herself in conformity with Friendship Ark policies
and State and Federal regulations.
Pay Grade:
18
Reports
To: Executive Director
Status:
Non-Exempt
Responsibilities:
- Reads and
distributes incoming mail and assembles files and other material
to facilitate reply by the Executive Director.
- Prepares and
proofs minutes of meetings, correspondence, policies, manuals, and
other materials from rough draft, dictating equipment, and/or other
various source data and instruction.
- Receives visitors
and answers the phone. Checks answering machine for messages and
distributes messages as needed. Screens calls and callers, disposing
personally of routine matters or referring them to the appropriate
personnel.
- Maintains
databases, spreadsheets, and other office records.
- Maintains
core member files and reviews records to keep files updated with
pertinent information.
- Assists Executive
Director with bookkeeping records and reports.
- Facilitates
the preparation and production of agency mailings, including newsletters,
special appeals, and other bulk mailings.
- Operates office
equipment, such as computers, copiers, calculators, etc.
- Runs office
errands as needed.
- Performs other
duties as assigned.
Knowledge,
Skills, and Abilities
- Knowledge
of office routines, policies, processes, and program requirements.
- Knowledge
of proper format, grammar, spelling, punctuation, and capitalization.
- Skilled in
operating office equipment.
- Skilled in
using a personal computer and related software.
- Ability to
organize data, keep accurate records, prepare reports, and file
accordingly.
- Ability to
communicate effectively with staff, core members, and the general
public.
- Ability to
follow oral and written instructions accurately.
- Ability to
organize and prioritize multiple tasks.
Classification:
This position requires the ability to work with confidential material
in a professional and legal manner.
Qualifications:
Education:
High school diploma or GED, plus 1 year education beyond.
Skills:
Ability to type 40 words per minute and work with widely used computer
software.
Experience:
Demonstrates proficiency and experience in office work and related
tasks. One year experience in office environment required.
Personal
Qualities: Demonstrates a willingness to work as a team member,
is self-directed, and communicates in a positive manner with others.
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