Administrative Assistant

This position is responsible for performing general tasks for the Veterans Education and Employment Director, in support of their Commission, Committees and Division.

ESSENTIAL FUNCTIONS:

• Office Administration:
• Serve as receptionist
• Greet visitors and point them in the right direction, answer inquiries, and create a welcoming environment
• Screen phone calls, redirect calls, and take messages
• Receive deliveries; sort and distribute incoming mail
• Organize and schedule meetings and appointments
• Maintain calendars and invitations
• Maintain contact lists
• Coordinate on-site, virtual and other meetings/events
• Produce and distribute correspondence, such as memos, letters, emails, invoices, reports and other correspondence
• Prepare, dispatch and archive correspondence and meeting minutes
• Assist in the preparation of regularly scheduled reports
• Create and maintain filing systems, both electronic and physical
• Process citations and certificates
• Manage accounts and perform bookkeeping
• Order office supplies; create purchase requests
• Prepare the monthly credit card and travel expense reports
• Distribute payroll and payable checks
• Prepare and facilitate IT equipment and help desk requests
• Ensure operation of office equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Maintain office supplies inventory
• Determine inventory level; anticipate needs; place orders; and verify receipt of purchases
• Travel Arrangements:
• Coordinate airline, hotel and other required reservations
• Events (National Convention, Washington Conference, Spring/Fall Meetings):
• Prepare invitations, agenda, reports, etc., in connection with events
• Arrange logistics (transportation, on-site points of contact, schedule, etc.)
• Communicate with participants to coordinate details and gather required information
• Travel in support of the organization, as required
• Perform other duties as assigned.

REPORTING RELATIONSHIP (reports directly to): VE&E Director

MINIMUM SKILLS REQUIRED FOR ESSENTIAL FUNCTIONS:

Education/Technical Knowledge:

High school diploma or equivalent; college degree preferred

Additional Skills Needed:

• Proficient in Microsoft Office software (Outlook, Word, Excel, PowerPoint, Teams, etc.)
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills