Administrative Assistant (Seasonal)

Job Type

General Description

Analyzes and controls administrative process to facilitate and simplify operations and verifies compliance with established procedures to achieve the unit’s results.

Essential Duties and Responsibilities

• Provide general administrative support including mailing, scanning, copying to management and Zap entries. 
• Compiles data, and type statistical reports, presentations and proposals. 
• Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records minutes of meetings. 
• Gives support to assure the compliance of established objectives, plans and procedures. 
• Performs administrative tasks (i.e. request reimbursements, payments) representing the company. 
• Arranges complex and detailed travel plans and itineraries and compiles documents for travel related meetings. 
• Creates and maintains database and spreadsheet files. 
• Supports to assure the compliance of established procedures in shared folder, systems certifications, service desk tickets, and security entrance doors.
• Maintain accurate and up-to-date records of vendor contracts, certifications, and other relevant documents.
• Ensure vendors adhere to contractual obligations, compliance standards and regulatory requirements.
• Generate and process purchase orders, invoices and payment requests accurately and in a timely manner.
• Assists in accounting processes including budget monitoring and financial reporting.
• Track and manage invoice payments, following up on overdue payments and resolving payment- related issues.
• Gives orientation to clients about unit services. Provides orientation about unit services by phone or personally. In some cases, negotiates with vendors, government agencies, external consultants about availability, time, service due date, and service charge (within an authorized margin of discretion).
• Maintain office supplies for department.

Supervisory Responsibilities:
This job has no supervisory responsibilities.

Education

Experience

Two years in administrative support roles and customer service. 

Other Qualifications

• Interpersonal and teamwork skills.
• Ability to work under pressure and meet deadlines.
• Ability to establish priorities and work with multiple tasks at the same time.
• Ability to analyze and verify the integrity of data.
• Ability to work with a high degree of accuracy and attention to detail.
• Ability to work both independently and in a team setting.
• Knowledge of MS Office 365 applications: Outlook, Excel, Word, Teams, SharePoint. 
• Verbal and written communication skills, both in English and Spanish.

Work Schedule

Monday- Friday 

8am-5pm

Values

Additional Requirements

The information provided here is only a general guide as to the nature of the position and does not constitute an exact description of the goals, tasks, duties and responsibilities of the position. The specific details of each position are described in the employee’s performance evaluation.