Description:
JOB SUMMARY
Under the direct supervision of the Area Director, the Administrative Secretary performs assigned administrative support duties to support the office operations of the location or agency assigned. The Administrative Secretary greets visitors, and answers, screens, and transfers incoming calls, completes general clerical duties such as photocopies, mail, and email; maintains the filing system, schedules and coordinates meetings, maintains office supplies, coordinates maintenance of office equipment, and completes data entry for agency accounts payables.
SCHEDULE
The Administrative Secretary position is a full-time, non-exempt position Monday-Friday, based on a 40-hour work week.
ESSENTIAL FUNCTIONS
Administrative Support:
- Maintains copies of personnel files of all employees within the agency
- Completes all new hire and annual background checks and registry checks for employees
- Maintains and orders office supplies or other supplies required by the agency.
- Maintains staff development training forms and reports on all agency staff.
- Provides support for planning of special events as assigned.
- Receives inbound calls and directs inquires appropriately.
- Serves as the initial contact for visitors and responsible for creating positive first impression of Apace for all visitors.
- Receives and dates mail and other incoming shipments and delivers them to appropriate staff.
Bookkeeping and Data Entry:
- Prepares payment requests for vendor bills, invoices, and employee expense reimbursement documents. Ensures expenses are recorded correctly in the accounting system.
- Prepares cash receipts journals for any funds received at agency office, ensuring that funds are posted to the correct accounts.
- Maintains accurate records of receipts and disbursements for any petty cash fund(s) at the agency.
- Reconciles agency purchasing cards, ensuring that expenses are adequately documented and categorized according to company policy.
- Prepares invoices, statements, sales orders, purchase orders, shipping tickets, and other financial documents to maintain fiscal accountability for the agency; Maintains contract files.
Performs other duties as assigned.
Requirements:
KNOWLEDGE, SKILLS, AND ABILITIES:
- Excellent communication skills - written and verbal
- Ability to plan and organize assigned tasks
- Ability to prioritize work assignments
- Knowledge of and ability to use basic office equipment, hardware and software
- High attention to detail and accuracy
- Ability to work in a flexible work environment
- Excellent customer service skills
- Ability to effectively work with others
MINIMUM QUALIFICATIONS:
- High School Diploma or equivalent
- One year of work experience in an office setting performing administrative support duties
- Proficient in use of office software and hardware e.g. Microsoft Office Suite, phone systems, and photocopy machines.
DESIRED QUALIFICATIONS:
- Three years of experience in a bookkeeping/secretarial position
- Higher education may be a substitute for work experience
Compensation details: 19.23-20.61 Hourly Wage
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