Administrative Assistant

We are currently seeking Administrative Assistant to join our team in making a difference in the lives of our clients every day.  We are located in the heart of Middle Georgia State where we enjoy abundant recreational opportunities, and a family friendly environment with good schools and opportunities for the entire family to be involved.

Summary of Duties

Commitment to excellence, great communication skills, extremely organized and can orchestrate multiple activities at once to accomplish goals on a daily basis.  Reporting directly to the HR Manager, the Administrative Assistant/Clerical Worker provides administrative support in a working relationship environment. The Administrative Assistant/Clerical Worker serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Oconee Center’s Administration building.

Responsibilities

·         Properly completes clerical processing of documents and transactions in catalyst, and forwards or assigns to appropriate parties for further review or action, in accordance with applicable policies, procedures, guidelines and time frames.

·         Follows-up to determine status of documents and/or transactions forwarded to others for further review or action, as applicable and responds appropriately in the interests of assigned organizational unit, program or agency.

·         Develops or revises forms, visual aids, graphs, charts and/or other documents and materials to meet organizational or program needs.

·         Appropriately copies, distributes, and files pertinent letters, memos, reports and other documents and materials.

·         Uses independent judgment and knowledge of the organization or program area and its operations, policies and procedures to appropriately respond to questions, requests and needs.

·         Monitors use of, maintains, and orders supplies and equipment in a timely manner.

·         Prepares necessary documentation to obtain supplies, equipment and/or facilities maintenance services and forwards to appropriate personnel for signature or authorization.

Minimum Qualifications:

·         Previous Administrative experience and proven track via work history record required

·         Administrative Assistant minimum experience of (5) Five years

·         Ability to type 40 words per minute

·         Excellent organizational and communication skills

·         Expert Computer Skills and In-Depth Knowledge of Relevant Software such as MS Office Suite and Google Suite

·         Enthusiastic with a Positive Attitude

·         Problem Analysis and Problem Solving Skills

·         Customer Service skills

·         Problem solving capabilities

·         Previous experience managing and inventorying a variety of records (credit card logs, requisition requests etc)

Preferred Qualifications:

·         Associates degree in a related field of work

·         (8) years’ experience in Administrative Work

·         Ability to type 60 word per minute

Knowledge & Skills

·         Must be a self-started and work independently;

·         Must be highly organized and efficient;

·         Computer skills required (internet, word processing and spreadsheet programs);

·         Must be able to perform assignments with minimal supervision;

·         Must be able to comprehend and perform oral and written instructions and procedures;

·         Must be capable of adapting to varying workloads and work assignments on a constant basis;

·         Must have effective comprehensive reading skills, strong communication skills, written and verbal.

License/Certifications:

·         Non – Required

Travel

·         Limited local travel is expected for this position.

Position Type/Expected Hours of Work

·         This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m.

Physical Demands

·         The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

·         While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

Work Environment

·         This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

·         Professional/Business attire is required.

·          Compares for verification purposes, documents such as purchase orders, invoices or shipping tickets with goods received and notifies appropriate personnel of any discrepancies.

·         Establishes and/or maintains filing and record-keeping systems.

·          Establishes and maintains organized, accessible and current systems in accordance with applicable standards, policies and procedures.

·         Appropriately classifies, sorts, files, transfers, prepares for and/or retrieves correspondence, articles, records and other documents or materials as requested or required.

·         Maintains confidentiality and security of information and materials according to established policies and procedures.

·         Documents (e.g. logs, posts, records, etc.) data/information such as organizational unit or program area work activity or productivity.

·         Accurately and legibly logs, posts, records and/or documents necessary data/information, according to applicable policies, procedures and time frames.

·         May use computer software (e.g., database, word processing, spreadsheet, graphics) as a tool for performing clerical assignments.

·         May complete incidental typing assignments, such as typing routine documents, labels and addresses on envelopes.

·         Enters data according to prescribed format and procedures, properly coding data for entry as required. Investigates and corrects data that appears inconsistent or erroneous.

·         Completes data entry accurately and in a timely manner.

·         Effectively utilizes computer software as a tool to perform clerical assignments as applicable.

·         Completes incidental typing assignments in an accurate and timely manner, according to applicable formats, guidelines and procedures.

·         Properly records, accounts for and dispenses/distributes any monies (e.g., fees or payments received), in accordance with applicable policies and procedures.

·         Reviews assigned documents and/or transactions for correctness and completeness, taking action necessary to appropriately address any problems, errors and deficiencies found, to facilitate timely and proper processing.

·         Communicates between assigned organizational unit or program(s) and internal and external customers/contacts.

·         May serve as a primary contact/information source for assigned activity area(s).

·         Appropriately responds to a variety of inquiries, questions, requests or needs.

·         Communicates accurate information to customers/contacts in a courteous, timely and helpful manner.

·         Completes tasks and assignments associated with administrative support functions and/or specialty area for assigned unit or program area. (Examples: food service, human resources, marketing, purchasing, accounting, inventory, safety, accident reporting, records management, vehicle/fleet management, facilities management, contract administration, inmate administration, training, computer and/or telecommunications services, etc.)

·         Appropriately retrieves/receives, opens, screens and distributes incoming mail in a timely manner. Prepares for delivery and sends outgoing documents and other materials.

·         Acknowledges and responds to all visitors in a timely and courteous manner. Determines the nature of their business and provides appropriate information or directs visitors to other personnel.

·         Uses sound judgment and knowledge of organization/departmental policies, procedures and operations to respond to routine questions. Directs non-routine requests to appropriate personnel in a timely manner.

·         Operates a multi-line telephone console in order to relay incoming calls. Answers the telephone in a courteous and timely manner.

·         Attentively listens and notes callers' questions and requests.

·          Records messages accurately and legibly according to established practices. Forwards messages to appropriate parties in a timely manner.