Position Details
Executive Assistant Apply
Job Summary
The Administrative Assistant performs administrative support duties and tasks for the procurement and finance departments. This role will support a variety of organizational tasks that may involve coordination and communications with other Departmental Executives and offices. Performs related duties as required.
Essential Duties
Coordinates activities between Procurement and Finance departments providing direct support to departmental leadership with other responsibilities assigned based on the requirements of the other departments.
Answers and directs phone calls in a professional manner.
Coordinates calendars, meetings, schedules and appointments as required.
Receives, sorts and distributes mail.
Organizes and schedules meetings and appointments.
Produces and distributes correspondence memos, letters, faxes and forms.
Prepares staff reports and participates in staff meetings.
Develops and maintains filing system for department.
Handles sensitive information in a confidential manner.
Orders and maintains office supplies for department.
Organizes and books travel arrangements.
Receives invoices, reviews for accuracy and submits for payment.
Procures items and services for the department; tracks records in adherence with procurement procedures and processes.
Suggests changes in office task workflow to improve efficiency.
Assists in preparing presentations and materials.
Coordinates the repairs and maintenance of office equipment.
Interprets policies, rules and regulations as required.
Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
Sets up vendors in the D365 system, verifies application, W-9 and insurance requirements.
Responsible for transactions on GOVDeals surplus auction site.
Verifies required information for advertisements.
Maintains regular and on-time attendance.
Supports company's commitment to its culture and values, including Respect, Integrity, Service and Excellence (RISE).
Follows all safety regulations.
Develops, reviews and edits presentations; builds spreadsheets and coordinates staff actions as required.
Assists in preparing presentations and materials.
Performs other duties as assigned.
Qualifications/Requirements
High School Diploma or equivalent required
2-4 years executive level administrative, clerical or office management experience
Preferred:
Associate's Degree in a related field
4-8 years Administrative, clerical or office management
Notary preferred
Administrative Professional Certification preferred
