Administrative Assistant

GDKN Corp.•Louisville, KY

About The Position

TECHNICAL SKILLS Must Have • Intermediate-advanced computer skills: Word, Excel, and Outlook (Microsoft Office) Nice To Have • Having a working knowledge of how to navigate between screens on a computer Additional Information • Must be proficient in navigating multiple tabs on the computer as well and using dual screens. • Needs to be knowledgeable on using excel spreadsheets, MS Teams Job Summary • The Administrative Assistant III provides high level administrative support to include complex and confidential functions on behalf of a department head or large department, to complete assigned tasks and projects of a complex nature. • Assigned administrative programs and projects. • May supervise or give work direction to lower level clerical personnel. Job Duties - Some examples of the job duties may include: • The ideal candidate for the Administrative Assistant III position may greet visitors, answer requests, answer phones, screen/route callers, take messages, and assist in resolving routine problems and inquiries pertaining to departmental policies / procedures. • May supervise or give work direction to lower level clerical personnel. • May be responsible for scheduling appointments and engagements on behalf of the department, without prior clearance. • May make arrangements and coordinate all details for meetings, conferences and special events including catering requests, presentation materials and equipment. • May plan and coordinate meeting arrangements including travel and lodging and process expense reports. • May be responsible for interpreting administrative decisions and policies to complete assigned tasks and projects of a complex nature. • May review, prioritize and determine actions for all incoming correspondence and mail. • May order office supplies and equipment; organize and maintain department filing systems and other records. • May assist with creating, maintaining and collecting data for reports, charts, graphs, spreadsheets and databases. • May assist with monitoring and approving departmental expenditures, department budget and account records. • May make requests for office equipment repairs and work closely with facilities to ensure that equipment, materials and office space are used effectively. • May compose documents; maintain relevant databases; update departmental websites and related records. • May be exposed to confidential information and handle confidential matters. • May research, analyze and summarize data for reports independently and assist with large project coordination. • May maintain calendars for management.

Requirements

High School Education or equivalent of three years or more of administrative support and understanding of general office procedure experience required
Excellent listening, oral, verbal and written communication skills required
Experience with standard report generation; office administrative practices and procedures required
Intermediate skill level or better and knowledge with using computer applications involving word processing, data entry and/or standard report generation including: • Microsoft Office Word, Excel, Access, PowerPoint, and internet search software relevant to the position required
Must be able to work in a seated position for the duration of the workday preferred
Must perform office tasks using simple hand grasping, fine hand manipulation and reach associated with assigned tasks such as paperwork, computer keyboarding, filing, and calculating preferred
Sufficient ability to communicate through sight, hearing, and/or otherwise, to perform assigned tasks and maintain proper job safety conditions preferred

Nice To Haves

Having a working knowledge of how to navigate between screens on a computer
Familiarity with using pivot tables and advanced formulas when working with spreadsheet and reports preferred
Good attention to detail skills and the ability to multitask preferred
Good organizational, problem solving and time management skills a plus and preferred
Ability to exercise discretion and independent judgment within understood policies and procedures preferred

Responsibilities

greet visitors, answer requests, answer phones, screen/route callers, take messages, and assist in resolving routine problems and inquiries pertaining to departmental policies / procedures
supervise or give work direction to lower level clerical personnel
scheduling appointments and engagements on behalf of the department, without prior clearance
make arrangements and coordinate all details for meetings, conferences and special events including catering requests, presentation materials and equipment
plan and coordinate meeting arrangements including travel and lodging and process expense reports
interpreting administrative decisions and policies to complete assigned tasks and projects of a complex nature
review, prioritize and determine actions for all incoming correspondence and mail
order office supplies and equipment; organize and maintain department filing systems and other records
assist with creating, maintaining and collecting data for reports, charts, graphs, spreadsheets and databases
assist with monitoring and approving departmental expenditures, department budget and account records
make requests for office equipment repairs and work closely with facilities to ensure that equipment, materials and office space are used effectively
compose documents; maintain relevant databases; update departmental websites and related records
exposed to confidential information and handle confidential matters
research, analyze and summarize data for reports independently and assist with large project coordination
maintain calendars for management