Administrative Assistant II

• Location 4300 BONIFACE PARKWAY,Anchorage, AK, ,United States
• Base Pay $40,903.07 / Year
• Employee Type Fulltime Nonexempt
• Required Degree NONE
• Manage Others No

Position Summary: Under the direct supervision of the Front Desk Supervisor, this position may be assigned primary duties to support either the Receptionist or Mailroom; or the position may require the employee to support both areas.

Reports to:
Front Desk Supervisor or Designee

This position receives and greets customers; maintains the Corporation’s telephone exchange; performs switchboard duties; receives , opens and disburses corporation mail; posts outgoing mail; performs data entry tasks; completes a variety of clerical tasks.

This position assists with training of the Administrative Assistant I Trainee for the HUD Section 3 Training Program.

This is a non-exempt, non-supervisory position.

General:

Scans all incoming checks. Sends appropriate copies of checks via e-mail or other documentation as needed to provide to departments. Maintains an accurate log and disbursement record of corporate checks. Confidentiality and accuracy in processing checks is necessary.

Assists with incoming Housing and Urban Development (HUD) correspondence. Scans, tracks and disburses correspondence via e-mail to appropriate departments.

Performs daily data processing activity, including compiling and inputting of data. Ensures that associated paperwork is completed in conjunction with corporate policies and applicable procedures.

Assists with revising the department procedural manual for the position duties.

Maintains proficiency in use of computer systems and office software programs and upgrades.

Maintains a clean, well-organized work area and represents the Corporation in a professional manner.

Performs incidental clerical duties, including typing and data entry.

Assists the front desk.

Receives local and long-distance calls; transfers calls between extensions; maintains appropriate logs and records.

Records and relays messages for busy or unattended extensions, assists callers in locating proper departments, offices, or individuals by determining the nature of business involved.

Processes, tracks and logs in all reported telephone exchange problems.

Assures switchboard is adequately staffed at all times during AHFC’s business day (8:00 a.m. to 5:00 p.m.).

Assures proper office closure notices are recorded and posted on the switchboard when applicable.

Mailroom:

Collects mail from corporate office areas daily and posts outgoing mail for pick-up which includes mail from all sites in Anchorage. Maintains central point of mail disbursement for offices outside of Anchorage and routes mail accordingly.

Disbursement of Corporation mail, processes large mail outs, and bulk mailings. Receives and dispatches overnight or express mail service parcels.

Trainer:

This position assists with providing day-to-day instruction for the Trainees to acquire the job skills required of an Administrative Assistant I.

Upon the request of the Front Desk Supervisor, may provide input regarding progression and update of skills learned to aid in the evaluation of the Administrative Assistant I Trainee.

Performs other duties as assigned or requested by the Supervisor.

Knowledge of: Standard office procedures, business office etiquette, and the use of stand office equipment.

Skills and Abilities: Use of personal computers, Microsoft Office Suite software, facsimile, switchboard systems, and postage machines. Basic keyboarding, data entry, and spreadsheet skills are required.

Interpersonal skills will be utilized on a daily basis through interaction with the public and employees.

Must enjoy working with a wide variety of people.

Ability to: Maintain pleasant working relationships. Meet the public, use telephone directories and equipment, think and act quickly in emergencies.

Perform routine clerical work with speed and accuracy. Speak and write clearly and effectively; follow oral and written directions.

Must be able to work with continual interruption.

Graduation from High School or equivalent and,

At least two years of experience as a receptionist, telephone operator, one of which must be combined with general office experience, including basic computer skills, preferably Word and Excel.

Substitution:
Academic experience may be substituted for the required work experience on a year-for-year basis.