Administrative Services Assistant

Administrative Services Assistant

Essential Duties & Responsibilities:

Assist with all departments' special projects and daily tasks to enable successful task performance.

Arranges travel, prepares, and submits travel-related documents, and maintains travel information as necessary.

Assist the Administrative Services Manager in securing necessary building-related services and vendor management.

Performs Building upkeep and maintenance, including cleaning, reordering, and restocking supplies.

Maintains cleanliness and functionality of outdoor areas, including walkways and parking lot.

Performs intermediate data entry and word-processing activities, including merging letters and labels and data retrieval.

Prepares internal and external written communications, as assigned, and distributes organizational publications.

Assists the HR team with placing ads and scheduling interviews.

Represents client with respect to program activities. Attends client events and conferences to provide administrative and logistical support.

Maintains the organization and maintenance of storage areas, including receiving and restocking swag and office supply shipments. Conducts monthly inventory for outside storage area.

Maintains the building's day-to-day operations and completes maintenance requests. Ensures assigned equipment is in proper working order and available for use.

Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, and other documents and communications from drafts, recordings, or verbal instruction, as requested.

Answers incoming telephone calls, determines the purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette. Records and delivers messages or transfers calls to voicemail when appropriate. Retrieves messages from voicemail and forwards them to appropriate personnel.

Welcomes visitors, determines the nature of business, and announces visitors to appropriate personnel, maintaining a professional and courteous demeanor; answers questions related to program services and provides general information.

Photocopies, collates, distributes, and files documents, as requested.

Assists with storing, replacing, and disposing of office equipment to maintain office efficiencies.

Assists with replacing, reordering, and restocking consumable supplies and conducting weekly inventory.

Performs essential bookkeeping functions, including simple billing and cash receipt activities.

Prepares and sends materials needed for staff use at conferences and events. Responsible for packing and unpacking materials, printing required documents, and loading and unloading shipments.

Assists in preparing the building for events.

Performs other receptionist duties as needed.

Maintains strict student confidentiality and compliance with the Family Education Right to Privacy Act.

Embodies client Core Values and promotes the clientorganization, staff, and programs positively and professionally.

Contributes to a team effort and accomplishes related results.

Perform other duties as required.

Minimum Qualifications:

High school diploma or GED, plus two years related experience or equivalent combination of education and experience. Must be able to type at least 45 wpm and demonstrate proficiency in interpersonal communications.

Valid New Mexico Driver’s License. Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation.

Knowledge, Abilities, Skills, and Certifications:

Knowledge of American Indian History, culture, and tribes.

Knowledge of modern office practices, procedures, and equipment

Knowledge of records management and basic accounting procedures.

Exceptional interpersonal and collaborative working skills.

Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.

Ability to communicate effectively in English, both verbally and in writing.

Ability to greet the public courteously and obtain and provide appropriate information.

Ability to maintain confidentiality.

Ability to handle multiple tasks and meet deadlines.

Ability to analyze situations and adopt appropriate courses of action.

Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and coworkers at all levels.

Ability to make solid decisions and exercise independent judgment.

Ability to demonstrate excellence in everything and continually seek improvement in results.

Ability to follow oral and written instructions.

Skills in operating business computers and office machines, multi-line telephone.

Skilled in customer service.

Skills in operating business computers and office machines, including various software applications, specifically Word, Excel, Access, and presentation software (such as PowerPoint).

Physical Demands:

While performing the duties of this job, the employee regularly is required to sit, use hands to finger, handle or feel; reach with hands and arms and talk or hear. The employee frequently is required to walk. The employee, occasionally, is required to stand, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 30 pounds.

Work Environment:

Work is generally performed in an office setting with a moderate noise level. Extended hours and irregular shifts may be required. Tight time constraints and multiple demands are common. Travel will be required for training, meetings, conferences, presentations, and other events.

M-F from 8am - 5pm

Rate: $20/hr.

For complete job descriptions please visit our website at www.BESTstaffJobs.com/job-seekers and click on “Click Here to View Open Jobs and Apply”.

It is the policy of BESTstaff, Inc. not to discriminate against any employee or any applicant for employment because of age, race, religion, color, handicap, sex, physical condition, developmental disability, sexual orientation, or national origin.

"Positively changing lives through Trust, Care and Commitment based staffing"