Administrative Assistant

POSITION SUMMARY:

Performs routine administrative support functions such as managing databases, maintaining department calendars, planning and organizing meetings, generating correspondences, and handling information requests related to the Department of Cultural Preservation.

ESSENTIAL FUNCTIONS:

Reviews, assigns, and closes out work orders;

Performs administrative support tasks such as proofreading, transcribing, composing correspondence, memos, and forms;

Assist Director with operational budgets;

Maintains hard copy and electronic filing system of records such as contracts, equipment inventory, invoices and other documents;

Collects and compiles statistical data through the use of excel spreadsheets and access database applications;

Performs fiscal related tasks to include maintaining financial logs, review invoices and prepare disbursements;

Schedules meetings, confirms attendance, prepares agendas and meeting materials, take meeting notes and distributes accordingly;

Answers telephone, takes detailed messages, and manages schedules for managers;

Maintains inventory of office supplies and equipment;

Other position related duties as assigned.

MINIMUM REQUIREMENTS:

High School Diploma or its equivalent (GED);
Three years working experience in an office environment as an administrative assistant;
Must possess valid Texas Driver License and be insurable;
Must be able to successfully pass a post-offer drug screen and a criminal background investigation.

KNOWLEDGE, SKILLS, ABILITIES:

Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology;
Proficient with Microsoft Office Applications;
Strong customer service, interpersonal and communication skills;
Demonstrated multi-tasking skills and ability to organize workload;
Must possess excellent verbal and written comprehension;
Must be motivated and willing to take initiative. Must be able to work varied shifts and weekends.

PHYSICAL REQUIREMENTS:

The person selected for this position may be required to sit for prolonged periods. Must be able to speak and hear. Employee must be able to use hands to reach and handle. May be required to stand, kneel, crawl, squat or bend. Employee is occasionally required to move or lift up to 25lbs. Vision requirements include: close vision and ability to adjust focus.

This description is a summary of principle responsibilities and is not intended to include all duties which may be assigned.
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