Administrative Assistant I

JOB TITLE: Administrative Assistant I
Location: Diamond Bar CA 91765-4178
Work Schedule: Four 10-hour days Tuesday Friday 7:00 a.m. to 5:30 p.m.
Work Location: Diamond Bar at the junction of the 57 and 60

REQUIRED QUALIFICATIONS

Minimum typing speed of 45 net words per minute.
At least two years of experience as an Administrative Assistant or two years of responsible clerical experience in supporting a manager or above.
Modern office practices and procedures including file and recordkeeping systems; standard and automated office equipment correct English usage grammar spelling vocabulary and punctuation.
Good communication skills with the ability to interact with agency employees to obtain and/or clarify information concerning credit card payments.
Excellent organizational skills including the capability to scan and file documents in alphabetical numerical chronological and subject matter order.
High level of proficiency with Microsoft Office 365 applications.
Has demonstrated the ability to meet deadlines with accuracy and excellent attention to detail.

EXAMPLE OF JOB DUTIES

Performs a variety of secretarial and office support services responsibilities including administrative assignments to relieve superiors of routine office management and coordination responsibilities.
Screens a variety of office and telephone calls referring inquiries to other staff members or personally responds to requests for information as appropriate; acts as liaison for the manager/supervisor with subordinate staff and representatives of other divisions and agencies to obtain and transmit information requests and instructions.
Reviews and arranges incoming correspondence in order of priority for the manager/supervisor; refers other correspondence and materials to subordinate staff for reply as appropriate and follows up to ensure timely completion.
Operates standard or automated office equipment to type a variety of correspondence memoranda reports forms and other finished copies from rough draft or handwritten materials; arranges materials in the proper format and proofreads finished copies for completeness and accuracy of spelling punctuation and typing.
Schedules appointments and arranges conferences and meetings for the manager/supervisor; prepares agendas documents presentations etc. for various meetings and workshops; may attend meetings take minutes and prepare summaries.
May take and transcribe dictation from shorthand notes or transcribes from recorded dictation; composes routine correspondence or memoranda which require extensive knowledge of the supervisors duties office procedures and policies.
Prepares and processes purchase requisitions; tracks purchasing activities monitors order status and maintains accurate documentation of procurement transactions in accordance with established policies and procedures.
Conducts research and compiles data from a variety of sources for general information purposes special reports and projects; able to prepare a variety of reports for supervisors approval.
Performs routine personnel budget timekeeping and other office support services; establishes and maintains a variety of office files records and log; develops and modifies office procedure and practices as necessary.
May act in a lead capacity over other clerical employees.