Administrative Assistant I

The Administrative Assistant I provides administrative support to a department or individual as required.

• Answer telephones provide basic information take messages and route calls to appropriate personnel.
• Assist in scheduling appointments or meetings when needed and maintain simple calendars following established instructions.
• Prepare routine correspondence and standard forms as directed by supervisors.
• Order general office supplies as needed and track incoming items following standard procedures.
• Read and route mail; maintain general office files.

• Enter animal order information into the departmental database following established instructions and templates.
• Generate and print routine documents (e.g. cage cards arrival labels) from the system based on provided data.
• Match printed cage cards with arrival slips using clear guidelines (e.g. by vendor and building) and distribute to supervisors for review.
• Enter animal arrival information into the database as directed.
• Maintain the work order system by entering requests and updates under guidance from supervisors.
• Place animal orders in the internal database based on information provided by authorized personnel.
• Forward finalized order information to supervisors or designated staff responsible for vendor communications.
• Prepare data and documentation needed for purchase requisitions; submit them through the system following stepbystep instructions.
• Maintain organized records of purchase orders requisitions and invoices after supervisory approval.
• Assist in gathering data for monthly or periodic reports by compiling information from databases and files following thorough instructions from supervisors
• Prepare basic report summaries or spreadsheets once data elements are provided.

Respond to general inquiries from internal personnel referring questions requiring policy interpretation or decisionmaking to supervisors.

• Notify appropriate staff when issues arise (e.g. delivery discrepancies missing information) without independently resolving them.

• High School Diploma and at least 2 years of administrative support experience is required. Equivalent combination of education and experience will also be considered.
• At least three months of experience in animal ordering and knowledge of the animals we provide including different strains is preferred.

Skills and Competencies

• Must possess working knowledge of Microsoft Word Outlook and Excel. May use other web based programs as assigned;
• Must demonstrate good judgment initiative and attention to detail;
• Ability to check applicable policies and procedures.

Scope of Responsibility

• Deals directly with individuals and groups both internal and external to the College ability to check the applicability of matters requiring knowledge of policy.