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Just Write

Just Write is hiring: ADMINISTRATIVE ASSISTANT in Seminole

Just Write, Seminole, FL, 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:
  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.