Administrative Assistant

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Full Time Admin Support Central Office, Rapid City, SD, US

5 days ago Requisition

Salary Range: $19.86 To $24.70 Hourly

Job Summary:

The Administrative Specialist position exists to support the organization’s mission, vision, values, and strategic priorities by providing higher-level administrative and customer service support that contributes to effective day-to-day operations. This role serves as a skilled front desk professional and provides reliable backup coverage and cross-training support, ensuring continuity of operations. The position combines reception duties with increased responsibility, independent judgment, and operational support to maintain efficient, professional, and culturally respectful office operations.

Essential Functions:

• The following functions are fundamental to the position and are required of all incumbents, with or without reasonable accommodation. These functions define the role and are not an exhaustive list of all duties.
• Greets visitors and determines access to appropriate parties; builds and maintains customer satisfaction; documents complaints and develops an appropriate course of action; and, reports problems to appropriate individual.
• Screens the supervisor’s telephone and personal calls; determines which matters can be handled independently; refers some to another office or person to handle; responds to inquiries without advice or direction; maintains appointment calendar.
• Prepares meeting agendas, notifications, and assembles packets of materials; records and prepares meeting minutes; processes post meeting documents.
• Provides liaison with supervisor’s contacts within and outside the organization; obtains and disseminates information; conveys supervisor’s directions to subordinates and department staff. Obtains, compiles, and presents in suitable form a variety of materials related to the supervisor’s work; completes special assignments as assigned.
• Creates, composes, edits, produces and/or distributes varied correspondence, reports, meeting minutes, notices and other materials, drafts or general instructions; obtains, organizes, and plans suitable presentation of content; reviews work for format consistency, grammatical construction, and typographical accuracy; presents finished materials for review, or distributes.
• Organizes budget preparation efforts; ensures all phases of the budget process are completed, submitted timely, and in the correct format; assists with maintaining internal budget tracking data to include budgeted amounts, costs to date, and other specific information as needed.
• Prepares disbursement requests to process invoices for payment; tracks and prepares expense reimbursement requests for payment; prepares purchasing requests.
• Opens, sorts, and distributes correspondence, including email, faxes, and postal mail; reads and analyzes to determine significance; routes to appropriate personnel in a timely and efficient manner; prepares replies independently when necessary.
• May track and verify time records, gets information to the Finance Department in a timely fashion. Provide.
• Establishes and maintains files, records, and other information sources related to work; keeps suspense file on recurring and other scheduled requirements for replies and reports.
• Inputs data into computer database systems; retrieves, verifies, and corrects information from the computer system.
• Obtains, compiles, and presents in suitable form a variety of materials; completes special assignments, as assigned; develop and utilize historical information; provide retrieval of information.
• Assists…