Administrative Assistant - FMOL

The Admin Assistant 2 performs a variety of administrative functions. Schedules appointments, gives information to callers, and takes minutes. Composes memos, transcribes notes, and researches and creates presentations. Generates reports, handles multiple projects, and prepares and verifies invoices and expense reports. May assist with compiling and developing the annual budget. The position relies on guidelines and some experience and judgment to complete job and works under general supervision.  

1. Document & Data Management
   1. Types memos, policies, meeting minutes, letters, procedures and other general documents and correspondence. Maintains division manuals, typing and collating all revisions and distributing revisions that are pertinent.
   2. Inputs IS footprint tickets as needed by reporting manager/director.
   3. Assists with updating and maintaining department SharePoint site.
2. Filing & Organization
   1. Inventories and orders all office supplies regularly.
   2. Maintains accurate and efficient filing systems and ensures that file systems are neat and well-organized.
   3. Files documents, compiles new files, and transcribes data while ensuring the integrity and onfidentiality of all file system information.
3. Telephone & scheduling management
   1. Maintains appointment calendar for reporting director/managers and monthly events calendar for office.
   2. Answers telephones, routes callers, takes messages and provides routine information to callers. Provides back-up telephone coverage for other staff, routing call appropriately or taking clear messages.
   3. Coordinates meetings by preparing meeting agenda, scheduling conference rooms and notifies members of meeting in a timely manner. Attends meetings and records meeting minutes as needed.
4. Performs other duties as assigned
   1. Participates in educational programs, meetings and training sessions to further professional development and share expertise with others.
   2. Helps coordinate and assists with special projects as needed.

Experience - 4 years of experience in the field or in a related area

Education - Requires a high school diploma or its equivalent

Special Skills - Proficient in MS Office applications