Job Details
Job Summary::
The Administrative Assistant is responsible for providing administrative support to Southwest Keys National Headquarters. The Administrative Assistant provides high-level administrative support by conducting research, preparing statistical reports, assisting with departmental projects, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling and preparing for meetings.
Essential Functions::
- Prepare invoices, reports, memos, letters, financial statements and other documents in an accurate and timely manner, using word processing, spreadsheet, database, or presentation software.
- Open, sort, and distribute incoming correspondence, including faxes and email.
- Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
- Manage, organize and implement an efficient file system to include: documents, records, and reports.
- Maintain accurate and current information for billing, travel expenses, data collection, accounts, petty cash and budget.
- Ability to complete assigned projects in an efficient manner.
- Regular and punctual attendance.
- Able to react to change productively and handle other essential tasks as assigned.
- Distribute and gather paperwork to and from employees.
- Assist with training, duplication of materials, setting up, documenting.
- Help maintain the departments calendar and assist with scheduling and travel arrangements for departmental staff.
Other Functions::
- Run off-site work-related errands as needed.
- Assist
- Southwest Keys national headquarters with special projects as assigned, in an organized and efficient manner.
- Able to react to change productively and handle other essential tasks as assigned.
Qualifications and Requirements::
- High School diploma or equivalent, with at least two (2) years secretarial/clerical/administrative experience.
- Computer literate with working knowledge of Microsoft Windows (Microsoft Word, Excel) and a variety of online database systems, managing files and records, designing forms and other office procedures and terminology.
- Strong reading comprehension, analytical and organization skills and abilities.
- Regular and punctual attendance.
- Bilingual English/Spanish preferred.
Physical Demands::
Must be able to read, write, and communicate both verbally and in written form to express and exchange ideas. While performing the responsibilities of this job, the employee must be able to access all components of work station and other office equipment. Frequent typing, writing, bending and twisting. Must be able to lift up to 10 pounds.
Work Environment::
General office environment with moderate noise. This position is mostly sedentary, involves sitting most of the time, but may involve walking or standing for brief periods of time. A busy environment with many unscheduled interruptions. Frequent computer use at workstation for extended periods of time. Public contact position requiring appropriate business apparel.