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Job Description for Administrative Assistant

 

JOB CLASS: Administrative  Assistant          	  JOB CODE:
FUNCTIONAL TITLE: Administrative Assistant   REPORTS TO: Administrative Officer
ORGANIZATIONAL UNIT:  Administration         FLSA STATUS:  Exempt
INCUMBENT:                                   			  DATE:
APPROVED BY: 

PRIMARY PURPOSE:

Under supervision, assists the administrative officer and performs a variety of office support duties including word processing, filing, answering routine phone and in-person inquiries, and general office support to handle administrative detail.

ESSENTIAL FUNCTIONS (Fundamental job duties):

Maintains files of administrative items including correspondence, forms, and reports; files materials alphabetically, numerically, or by other predetermined system.  (x%, daily)

Compiles reports that require commonsense decisions, including administrative office phone utilization and flex-benefit plan procedures.  (x%, daily)

Communicates with employees about procedures for obtaining group insurance benefits; answers routine inquiries or directs the person to the proper authority.  (x%, daily)

Reconciles phone and credit card bills with individual department listings. (x%, monthly)

Requisitions and distributes office supplies for assigned departments; maintains a current listing of photocopiers on a maintenance agreement; records office supply inventory in the administrative office inventory database.  (x%, weekly)

Maintains employment application files in order to comply with legal recordkeeping requirements.  (x%, weekly)

Sorts and routes incoming mail.  (x%, daily)

Notifies vendors who provide services to the organization to file a certificate of insurance with the organization.  (x%, weekly)

Contacts departments to request copies of completed employee performance appraisal reports.  (x%, monthly)

Schedules organization’s pool car(s) and administrative office conference room(s).  (x%, daily)

Prints out and mails form letters; files completed forms when returned. (x%, daily)

Operates/controls office equipment including PC, calculator, photocopier, fax machine; performs word processing duties as directed.  (x%, daily)

Conducts new employee orientation and informs new employees about organization’s human resources policies and procedures; coordinates with hospital staff and schedules CPR classes for employees.  (x%, monthly)

Files documents, including insurance papers, performance appraisals, payroll sheets, and other authorized documentation in individual personnel files. (x%, weekly)

Acts as backup for the immediate supervisor and handles executive requests when the immediate supervisor is occasionally absent.  (x%, monthly)

MARGINAL FUNCTIONS (Incidental duties):

Receives time sheets, logs pertinent data, and processes sheets to payroll. (As needed)

Proofreads immediate supervisor’s memos and letters to ensure correct grammar, spelling, and punctuation. (as needed)

Performs telephone duties. (as needed)

The above statements are intended to describe the general nature and level of work performed by people assigned to this job classification. They are not intended to be an exhaustive list of all responsibilities and duties required of people assigned to this job classification.

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