Administrative Assistant Job at Talantage in Norfolk

Job Title: Administrative Assistant

Summary

Provides standard administrative, secretarial, and clerical support services. Responds to telephone calls and office visits. Types correspondence, memoranda, and reports using personal computer and word processing software. Performs standard secretarial and support services. Enters data into databases, spreadsheets, and other computer programs using personal computer. Maintains staff appointment calendars.

Essential Functions

• Responds to telephone calls and office visits: serves as general receptionist for visitors in office area, greeting walk-in visitors; screens calls and visitors, identifying which calls should be redirected to other departments or staff; provides information to callers, including government officials and other key parties, exercising tact, courtesy, and confidentiality in making responses; and provides information on organization operations, staff, policies, and practices.
• Types correspondence, memoranda, and reports using personal computer and word processing software: prepares and formats documents from drafts, edits for spelling and grammar, and forwards and submits documents as directed.
• Performs standard secretarial and support services, including but not limited to the ordering of office supplies, maintaining event calendars, receiving and routing mail, arranging and confirming travel and lodging; creation of approved check requests; and bill payment.
• Establishes and maintains document and electronic records, assuring accuracy and security; follows department procedures for records management; maintains the confidentiality of secure information.
• Enters data into databases, spreadsheets, and other computer programs using personal computer.
• Maintains staff appointment calendars as directed, arranging appointments for individual meetings, conferences, and events without prior clearance: assesses urgency of appointment and assigns priority; assigns scheduled date, time, and location; updates calendar and reschedules appointments as needed; and regularly reviews calendar with staff to call attention to specific and high-priority appointments.
• Performs or assists others in performing routine and nonroutine operations specific to the department/section: maintains comprehensive and current knowledge of department/section operations; may distribute contract material to bidder; may assist in preparing and giving presentations; may assist in conducting special events; may run inventories; may assist in audits; may maintain department performance records; may receive and route contract bids and related documents; may be assigned to notarize documents; may assist in verifying construction work permits; or other administrative support assignment.
• Performs other related work as required

Education, Experience, and Licenses

• Vocational/Technical School education in Secretarial Science or a related field.
• Three to five years of administrative/secretarial/clerical support experience.
• Any equivalent combination of education and experience that provides the required knowledge skills and abilities.
• May be required to be eligible to become a Notary Public in the Commonwealth of Virginia.

Knowledge, Skills, and Abilities

• Comprehensive knowledge of administrative/secretarial/clerical principles, procedures and practices.
• Operational knowledge of organization, programs, policies, and practices.
• Comprehensive knowledge of administrative/secretarial/clerical principles, procedures and practices.
• Operational knowledge of standard business English.
• Skill in operating personal computers to enter data, prepare reports, document activity, and communicate; includes skill in standard spreadsheet software, word processing software, and electronic communications software.
• Ability to use standard office equipment, including copy machines, fax machines, multifunction peripheral (MFP) machines, and multi-line telephone systems.
• Skill in typing accurately and proficiently in a wide range of formats, such as correspondence, memoranda, and reports.
• Ability to understand and carry out complex oral and written instructions.
• Ability to make decisions in accordance with established procedures and policies.
• Ability to deal effectively and courteously with government officials, the public, other employees, and others outside the organization. Includes ability to maintain confidentiality of all business-related information.
• Ability to exercise independent judgment and initiative in the performance of routine operational activities.

Physical Demands/Work Environment

While performing the duties of this job, the employee is frequently required to sit, talk, see, or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 30 pounds. Job requires depth perception.

Talantage, LLC is committed to presenting candidates that contribute to an organizations culture of inclusivity and its commitment to diversity in the workplace are demonstrated through our recruitment practices. We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, gender, gender identity, sexual orientation, marital status, national origin, citizenship status, disability, age, or veteran status. Our equal opportunity employment efforts comply with all applicable U.S. state and federal laws governing non-discrimination in employment.