Administrative Assistant

An Administrative Assistant performs a wide variety of clerical and administrative assistance to office personnel, such as organizing and directing office services, word processing, answering/routing phone calls, and other clerical services as directed by management. These tasks include, but are not limited to general word processing, document creation, editing, formatting, production, copying, and billing.

Minimum Qualifications (Knowledge, Skills and Abilities)

• High School Graduate or G.E.D/ Specialized Training combined with 3+ years’ experience with office operations.
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• To perform this job successfully, an individual should have knowledge of Microsoft Office and a minimum typing speed of 65 wpm.

Attributes

• Technical Skills - Strives to continuously build knowledge and skills, shares expertise with others.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Quality Management - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality. Prioritizes and plans work activities efficiently.
• Attendance/Punctuality - Ensures work responsibilities are covered when absent; Follows through on scheduled work times; Always punctual.
• Dependability - Keeps commitments; commits to extended or long hours of work when necessary to reach goals; completes tasks on time or notifies the appropriate person with an alternate plan.
• Initiative - Volunteers readily; asks for and offers assistance when needed; willing to do whatever it takes to successfully complete task or project.
• Team-oriented – Able to create trust and confidence with all levels of the organization. Balances team and individual responsibilities; contributes to building a positive team spirit. Enjoys participating and being part of the Providence team.

Essential Duties and Responsibilities

• Use computers for various applications, such as database management or word processing.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Create, maintain, and enter information into databases.
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
• Operate office equipment, such as fax machines, copiers, or phone systems, and arrange for repairs when equipment malfunctions.
• Assist with the preparation of proposals by working with Project managers to determine required information, gather required information, assist with maintaining current project information for inclusion in proposals, and by preparing final proposals for delivery.
• Other tasks as deemed necessary by the supervisor.

Physical Demands and Work Environment

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Employee is regularly required to stand, sit, or walk; use hands to finger, handle, or feel; reach with hands and arms and talk or hear; reach, stoop, bend, kneel, and/or crouch.
• May have to lift up to 40 pounds.
• Noise level in the work environment is usually quiet to moderate.
• This is a hybrid role (work from home/office) so the work environment will vary based on the incumbent's choice of workspace.
• Vision abilities required to perform this job include the ability to view and respond to visual and written materials via a computer screen.

The above job description is intended to describe the general nature and level of work being performed in the described position. This document is not intended to be an exhaustive list of all position duties and skills required of the individual classified in this position.