Just Write is hiring: ADMINISTRATIVE ASSISTANT in Seminole

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:

1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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.
8. 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.