Just Write
ADMINISTRATIVE ASSISTANT
Just Write, Altamonte Springs, Florida, United States, 34642
Job Overview:
The Administrative Assistant provides comprehensive administrative and clerical support to the Department Director and the department, ensuring smooth office operations and effective communication. This role involves managing a wide range of administrative tasks, including payroll, scheduling, document preparation, and coordinating office functions. The Administrative Assistant is expected to handle information with discretion and maintain a high level of professionalism in all interactions.Key Responsibilities:Payroll and Record Management:Compile, compute, and maintain departmental payroll, attendance, and other personnel records with accuracy and attention to detail.Prepare and submit paperwork for personnel actions, including payroll processing and updates, ensuring compliance with departmental procedures.
Administrative Support:Provide direct support to the Department Director by preparing correspondence, reports, and other documents as needed.Maintain the Department Director's calendar, scheduling appointments, meetings, and managing time efficiently.Draft, proofread, and generate reports, forms, and other official documents, ensuring accuracy and consistency.
Customer Service and Communication:Answer phone calls and respond to inquiries in a professional and courteous manner, directing calls or providing information as appropriate.Manage incoming and outgoing mail, including sorting, delivering, and responding to correspondence.
Meeting Coordination and Documentation:Schedule and coordinate meetings, including preparing agendas, distributing materials, and summarizing minutes of meetings.Maintain organized records of meetings, ensuring that all documentation is up-to-date and accessible when needed.
Office Coordination:Coordinate office functions, including preparing purchase orders, processing invoices, and managing billheads.Receive and process goods and services for payment, ensuring proper documentation and adherence to procurement procedures.
Special Projects and Research:Conduct research and gather data for the completion of special projects and work assignments as directed by the Department Director.Assist with tasks related to inventory management, cost allocation worksheets, vehicle verification, and assignments.
Office Supplies and Technology Management:Assist in maintaining office and operating supplies, managing small department technology service requests, and processing p-card orders.Monitor supply levels and reorder as necessary to ensure the office operates smoothly without interruptions.
Confidentiality and Data Management:Handle sensitive information and maintain confidentiality in all matters related to personnel, departmental records, and communications.Ensure that all files and records are maintained in an organized, secure, and accessible manner.
Qualifications:High school diploma or equivalent; additional administrative or secretarial training is a plus.Proven experience in an administrative or clerical role, preferably supporting senior management.Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.Excellent organizational skills with the ability to multitask and prioritize effectively in a fast-paced environment.Strong written and verbal communication skills with attention to detail.Ability to handle confidential information with integrity and discretion.Strong interpersonal skills and the ability to work independently as well as part of a team.Additional Information:
The Administrative Assistant must exhibit a high level of professionalism and a commitment to providing exceptional support to the department and its leadership.Responsibilities may evolve based on departmental needs and priorities.
The Administrative Assistant provides comprehensive administrative and clerical support to the Department Director and the department, ensuring smooth office operations and effective communication. This role involves managing a wide range of administrative tasks, including payroll, scheduling, document preparation, and coordinating office functions. The Administrative Assistant is expected to handle information with discretion and maintain a high level of professionalism in all interactions.Key Responsibilities:Payroll and Record Management:Compile, compute, and maintain departmental payroll, attendance, and other personnel records with accuracy and attention to detail.Prepare and submit paperwork for personnel actions, including payroll processing and updates, ensuring compliance with departmental procedures.
Administrative Support:Provide direct support to the Department Director by preparing correspondence, reports, and other documents as needed.Maintain the Department Director's calendar, scheduling appointments, meetings, and managing time efficiently.Draft, proofread, and generate reports, forms, and other official documents, ensuring accuracy and consistency.
Customer Service and Communication:Answer phone calls and respond to inquiries in a professional and courteous manner, directing calls or providing information as appropriate.Manage incoming and outgoing mail, including sorting, delivering, and responding to correspondence.
Meeting Coordination and Documentation:Schedule and coordinate meetings, including preparing agendas, distributing materials, and summarizing minutes of meetings.Maintain organized records of meetings, ensuring that all documentation is up-to-date and accessible when needed.
Office Coordination:Coordinate office functions, including preparing purchase orders, processing invoices, and managing billheads.Receive and process goods and services for payment, ensuring proper documentation and adherence to procurement procedures.
Special Projects and Research:Conduct research and gather data for the completion of special projects and work assignments as directed by the Department Director.Assist with tasks related to inventory management, cost allocation worksheets, vehicle verification, and assignments.
Office Supplies and Technology Management:Assist in maintaining office and operating supplies, managing small department technology service requests, and processing p-card orders.Monitor supply levels and reorder as necessary to ensure the office operates smoothly without interruptions.
Confidentiality and Data Management:Handle sensitive information and maintain confidentiality in all matters related to personnel, departmental records, and communications.Ensure that all files and records are maintained in an organized, secure, and accessible manner.
Qualifications:High school diploma or equivalent; additional administrative or secretarial training is a plus.Proven experience in an administrative or clerical role, preferably supporting senior management.Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.Excellent organizational skills with the ability to multitask and prioritize effectively in a fast-paced environment.Strong written and verbal communication skills with attention to detail.Ability to handle confidential information with integrity and discretion.Strong interpersonal skills and the ability to work independently as well as part of a team.Additional Information:
The Administrative Assistant must exhibit a high level of professionalism and a commitment to providing exceptional support to the department and its leadership.Responsibilities may evolve based on departmental needs and priorities.