Department Assistant

Job Summary

The Department Assistant provides comprehensive administrative support to the director and departmental staff by processing and routing work requests to the responsible party, maintain supply inventories and act as the main point of contact to customers. Assists with coordinating projects, produce weekly and monthly updates and maintain an organized filing system as required to ensure effective project outcome and smooth business flow. Assists Director with financial management through research, preparation and completion of contracts, purchase requisitions and check requests. Prepares and/or maintains departmental reports and spreadsheets.

Duties

Provides secretarial and administrative support for an entire department. Handles various departmental matters, provides support as needed, to specific project teams or divisions. (25%)

Greets and works with visitors and callers to determine how best to assist them. Answers questions, transfers calls to extensions or voicemail systems. Provides various types of scheduling support. Arranges and schedules meetings, conferences and events for individual employees or groups. Makes travel plans and reservations. (20%)

Collects and manages different types of data for the department. Research and collect information to answer staff or client questions or resolve problems. Updates and manages paper and electronic files and records which may include payroll and accounting records, client and personnel databases, subscriber lists and files for special assignments and projects. (20%)

Manages, disseminate and store various types of documentation. Sort and distribute mail; respond to correspondence; process travel reimbursements; compile reports and prepare contracts. Edit, modify or create paperwork. Records and transcribes meeting notes, and distributes relevant information to recipients, internal or external, to the department in print or electronic format via memos, postal mail, email or fax. (15%)

Orders and distributes office and other supplies, and schedules maintenance and repair of equipment. Monitors department funds and spending, including budgets for various areas of the department or assigned projects. (10%)

Performs other duties as assigned. (10%)

Duties Continued

Education Required

High School Diploma/or High School Equivalency Certificate

Education Preferred

Associate's Degree

Experience

Minimum of 0-1 years of responsible administrative work experience.

Skills

Required:
Strong written and verbal communication skills.

Superior organizational skills.

Strong working knowledge of computers and proficient in MS windows-based software such as Word, Excel and Power Point.

Licenses/Certifications Required

Licenses/Certifications Preferred

Required Training

Physical Requirements

Light

Additional Information