Administrative Assistant

AAA • Coppell, TX

1d

About The Position

This enterprise-wide position provides a wide variety of clerical and administrative support to staff in an assigned department and/or management. The Administrative Assistant performs secretarial and clerical duties under general supervision and within established guidelines. Specific duties and the estimated time spent on each may vary depending on the department, business unit, and manager. In member-facing business units, the role may also include member service transactions and notary duties, if applicable.

Administrative work may include preparing reports, spreadsheets, memos, correspondence, forms, and meeting minutes; answering and routing calls; handling routine mail inquiries and visitors; maintaining filing systems and records; supporting department operations; monitoring office equipment and supplies; assisting with bookkeeping, payments, and invoicing; and facilitating communication among staff, field representatives, vendors, and members or customers.

Requirements

• High school diploma or GED.
• 4–6 years of office administration experience.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Moderate skill using general office equipment.
• Moderate verbal, telephone, and written communication skills.
• Moderate organizational skills.
• Ability to prioritize and multitask while maintaining a high level of detail and accuracy.
• Additional business-unit-specific knowledge, skills, or competencies may apply.

Nice To Haves

• Skills with additional computer software such as MS Project and Publisher.
• General knowledge of applicable ACSC computer programs.

Responsibilities

• Prepare reports, spreadsheets, memos, correspondence, reports, forms, and other materials for department staff and/or management.
• Compose, type, and proofread correspondence, reports, and forms.
• Transcribe notes and prepare and distribute minutes from meetings.
• Answer telephone inquiries, screen or transfer calls, and take messages.
• Respond to routine incoming mail inquiries and receive visitors, as applicable.
• Maintain office filing systems and update records, databases, and other computer records, including confidential or technical information.
• Perform administrative duties supporting the department and staff, including duties related to facilities, employees, Kronos timekeeping, supplies, and safety.
• Monitor office equipment and inventory of office supplies and equipment, and place supply orders as needed.
• Assist with bookkeeping, including tracking payments and invoicing.
• Depending on the business unit, perform duties such as balancing cash drawers, posting ledgers, resolving overages or shortages, and managing accounts receivable.
• Facilitate communication among office staff, field representatives, vendors, and members or customers.
• In member-facing business units, perform member service functions such as reception, call handling, and service transactions; perform notary duties if applicable.
• Occasionally travel to off-site business meetings or conferences.

Benefits

• Medical, dental, and vision coverage.
• 401(k) savings plan with company match and pension.
• Tuition assistance.
• Floating holidays and PTO for community volunteer programs.
• Paid parental leave.
• Wellness programs.
• Employee discounts on membership, insurance, travel, entertainment, services, and more.

What This Job Offers

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