Administrative Assistant

One Hope United • Tampa, FL

38d

About The Position

Administrative Assistant The administrative assistant position provides administrative and secretarial support, interacts with a diverse group of clients as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload. Recommends changes in office practices or procedures. Candidate must possess skills in clerical. Tasks are answering the phone, create a welcoming environment when clients/vendors come into the office, filing for programs, process check requests, typing letters, on-call schedules, etc., help process billings. Have knowledge of Microsoft Word, Excel. Candidate must possess good communication skills, professional, friendly, flexible, ability to work in a fast pace setting, be able to prioritize and multi-task.

Requirements

• High School diploma/GED
• Minimum 1 year of experience in a similar position
• Valid driver’s licenses and acceptable driving records with OHU required levels of coverage for auto insurance
• Skills in clerical
• Knowledge of Microsoft Word, Excel
• Good communication skills
• Professional
• Friendly
• Flexible
• Ability to work in a fast pace setting
• Be able to prioritize and multi-task

Nice To Haves

• Two years' experience is preferred.

Responsibilities

• Verifies compiles and records a variety of data/information related to the assigned program, department, or work unit
• Exercises independent judgment relieves the manager of routine actions not requiring their immediate attention
• Prepares a variety of material such as inter-office communications, correspondence, requisitions, forms, statistics, curriculum projects, instructional materials, specifications, and reports of a routine or special nature
• Effectively uses word-processing, database, and spreadsheet software application programs in the course of assigned duties
• Acts as office receptionist by answering telephones, making reservations and appointments, receiving and responding to all levels of staff and the general public, and providing information and assistance whenever possible
• Maintains, compiles, prepares, and submits attendance records and reports for payroll processing purposes
• Arranges and schedules a variety of meetings; notifying participants, confirming dates and times, reserving meeting sites, and preparing materials needed at the meetings
• Attends and participates in meetings; may take, transcribe, and distribute as directed
• Maintains an accurate and detailed calendar of events, due dates, and schedules related to the assigned department or program and its services to ensure proper tasks and activities occur as scheduled
• Orders materials, supplies, and equipment upon approval; maintains records of purchase orders, invoices, and expenses to date; maintains records of inventories and logs the same day as they arrive
• Prepares reports from data compiled and records kept as it relates to the assigned work unit or program
• May receive and process information of a confidential nature; ensures such information is maintained in strict confidentiality
• Receives, opens, and distributes incoming and outgoing mail; initiates and/or transmits inter-office memos and notices
• Establishes and maintains a variety of records, logs, and filing systems pertaining to the area(s) of responsibility
• Receives, reviews, and verifies documents and records for accuracy, completeness, and conformance to applicable rules, regulations, policies, and procedures
• Coordinates assigned office functions and details with other departments/units as necessary
• Develops or assists in the development of forms, worksheets, and record-keeping systems for the collection, dissemination, and maintenance of needed information for specialized programs within an assigned unit
• Assists other support staff with assigned functions as needed; may oversee and direct the work of temporary support staff
• Operates standard office equipment including a computer, copier, printer, and other related equipment
• Prepares a variety of interoffice communications, correspondence, requisitions, forms, statistics, curriculum projects, instructional materials, specifications, and reports of a routine or special nature

Benefits

• Tuition assistance up to $2500 per year
• Up to 4 weeks paid Vacation Days; up to 6 paid Personal Days and up to 5 paid Sick days annually
• Medical, dental, vision, 403b Retirement, flexible spending accounts, health savings account, and short-term disability options
• Agency paid life up to $50K based on salary
• Voluntary Supplemental Life for Employee, Spouse and Child(ren)
• Voluntary Legal Plans
• Agency paid long term after 1 year of employment
• Enterprise Fleet car availability for high mileage drivers
• Career ladders, professional development, and promotion opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED