Administrative Assistant

We are seeking a highly organized and tech-savvy Administrative Support Specialist to assist in a dynamic office environment. The ideal candidate will have strong computer software skills, particularly in Microsoft Office Suite. This is an exciting opportunity for someone who thrives in a fast-paced environment and is committed to delivering quality administrative support.

Responsibilities:

• Assist in the preparation of procurement, training, travel orders, vouchers, and other administrative forms.
• Requisition office supplies, equipment, and publications and reconcile purchase orders.
• Review reports, correspondence, and management documents to ensure proper format, distribution, and inclusion of required information.
• Initiate the development of new or revised administrative policies and procedures for organizational efficiency.
• Compile and distribute reports on program goals, budgets, staff levels, and performance criteria.
• Use appropriate software to prepare routine office correspondence, charts, graphs, reports, and presentations.
• Independently control and maintain data in information management systems (forms, records, mail, directives, publications).
• Respond to and coordinate requests for information regarding office functions and services.
• Plan and coordinate support services, addressing administrative problems and providing solutions.
• Make routine calculations such as cost estimates, production rates, staff hours, and workload figures.
• Prepare charts, graphs, and reports based on data provided by higher-level employees.
• Arrange staff meetings, reserve meeting rooms, and prepare meeting minutes.
• Maintain the Office Director's calendar, schedule meetings, and reschedule appointments as needed.
• Read incoming correspondence, publications, regulations, and directives; take necessary actions based on your initiative.
• Establish control records on incoming correspondence and follow up to ensure timely responses.
• Prepare and coordinate documents, ensuring accuracy and adherence to established policies and procedures.
• Respond to internal agency requests for program information and compile reports as needed.
• Ensure that documents requiring supervisor coordination comply with regulations and organizational policies.
• May be required to perform emergency operations duties outside the scope of typical administrative duties as part of the nature of the organization.