Administrative Assistant - Kennett, Missouri Regional Office

UMOS•Kennett, MO

4d•Onsite

About The Position

The Administrative Assistant role is responsible for coordinating and performing administrative activities and support. This includes managing office equipment, handling correspondence, scheduling meetings and travel, maintaining inventory, ensuring equipment functionality, assisting with vendor negotiations, and improving office systems and procedures. The position also involves preparing documents, maintaining financial and program records, coordinating events, and providing technical assistance to new staff.

Requirements

Two years of vocational trade or equivalency supplemented by 2 years of college level work or equivalent experience of at least 2 years.
Demonstrated ability either through education and/or experience, knowledge of corporate office protocol and customer service-oriented practices and procedures.
Demonstrated ability to speak clearly, pleasantly, and courteously, and must possess good listening/comprehension skills.
Good organizational skills; able to digest program facts and interpret them to visitors and applicants for services.
Knowledge and experience in recent computer software, Word Perfect/Microsoft Word, Excel.
Demonstrated ability to type a minimum of fifty words per minute.

Nice To Haves

Bilingual Spanish speaking preferred.

Responsibilities

Use a variety of office equipment, such as fax machines, photocopiers, scanners, and videoconferencing.
Use several types of telephone systems along with email programs.
Coordinate and perform administrative activities and support by storing, retrieving, and integrating information for dissemination to staff and clients.
Answer and relay calls and messages, with follow-up to recipient in a professional manner.
Open, sort, and distribute incoming correspondence, including faxes and email.
Schedule and coordinate meetings, appointments, and travel arrangements for managers or supervisors.
Receive visitors and program applicants/participants in a customer-oriented manner.
Give program information to callers and visitors and direct to appropriate staff member.
Maintain supplies inventory by checking stock, anticipating needed supplies, placing and expediting orders, and verifying receipt.
Ensure operation of equipment by completing preventive maintenance, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques.
Assist with negotiating with vendors on office equipment and/or supplies.
Maintain workflow by studying methods, implementing cost reductions, and developing reporting procedures.
Resolve administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
Create and revise office systems and procedures by analyzing operating practices, recordkeeping systems, forms control, and office layout.
Maintain HR files.
Prepare and modify documents including correspondence, reports, drafts, minutes, contracts, memos, emails, and other documents as requested.
Maintain financial records, files, receipts; track invoices, billings, program data such as performance indicators, mailing lists, as well as other office records.
Assist in coordination of planned activities, workshops, conferences, travel arrangements, and venue arrangements.
Provide technical assistance, training, and support to new staff as needed.
Attend meetings, conferences, workshops, and perform special projects and other related duties as assigned.