Administrative Assistant

Administrative Assistant

Essential Duties and Responsibilities: (including but not limited to the following)

• Answer incoming telephone calls take accurate messages (paper and voicemail) and assist callers or direct inquiries appropriately.
• Turn office phones on each morning and off each evening.
• Check and manage office email daily including receipt printing forwarding responding to and distributing emails as directed.
• Type compose prepare and distribute letters email correspondence notices broadcasts and other office documents.
• Fax mail and process outgoing correspondence; manage postage and make post office runs as needed.
• Copy print collate and distribute letters materials packets and documents.
• Maintain organized filing systems for office records and documents.
• File meeting minutes and related materials
• Maintain files of relevant news articles and conduct daily searches for news items of interest.
• Maintain office supply inventory including paper toner copier supplies stamps and general office materials; notify the designated supervisor when reordering is needed.
• Receive unpack and organize office deliveries and supply orders upon arrival.
• Assist with basic kitchen/office upkeep including coffee preparation monitoring kitchen supplies and restocking the refrigerator with beverages.

Meeting Preparation & Administrative Support

• Prepare monthly and bi-monthly meeting folders.
• Mail agendas before meetings.
• Print labels for mailings.
• Assemble and distribute meeting packets.
• Copy news articles and other materials for meetings.
• Format edit update print and distribute meeting minutes as needed.
• Report attendance to the designated supervising staff director.
• Attendance reporting for meetings.
• Maintain accurate office records and documentation as assigned.
• Update membership database.
• Receive election petitions and forward to the Election Committee.
• Perform other clerical administrative and office support duties as assigned by the President Staff Directors Executive Administrative Assistant or designated supervisor.
• If Executive Board members or committee chairs request copying or assistance staff should first check with one of the Staff Directors or designated supervisor for direction
• Strong organizational skills
• Pleasant interpersonal skills on the phone and face-to-face

Benefits

• Pension after 5 years of employment
• Full medical benefits at no cost to the employee
• Additional benefits: dental optical and prescription reimbursement legal plan and financial planning advisor
• Paid vacation: 1 week 5 weeks increases with years worked
• Paid sick and personal days (15)
• Paid holidays (16)

Required Experience:

Junior IC