Administrative Assistant

Primary Purpose:

Responsible for the administrative support duties related to the office of the Center for Safe and Secure Schools.

Qualifications:

Education/Certification:

• High school diploma or GED certificate

Special Knowledge/Skills:

• Basic understanding of safety procedures
• Ability to use a personal computer including use of the following software:
• Microsoft Word
• Excel
• PowerPoint
• Adobe Acrobat Professional
• Ability to type and keyboard by touch
• Ability to communicate effectively (verbal and written) using proper English grammar
• Ability to effectively utilize computers and other office equipment as required
• Ability to work with numbers in an accurate and rapid manner
• Ability to organize, prioritize and meet established deadlines
• Ability to maintain accurate and auditable records

Experience:

• Four years of secretarial or related experience

Major Responsibilities and Duties:

• Perform general administrative support duties, coordinate travel arrangements, and handle correspondence.
• Provide excellent customer service to all users regarding all Center activities.
• Assist the Director by coordinating communications with other individuals and groups including the Operations Board.
• Assist the Director with preparations for meetings.
• Assist the Director and Center staff with report preparations.
• Assist the Director with audit projects, special project studies and performance of research.
• Maintain the Operations Board, Risk Commiteee meeting schedules and registrations through NetStart Workshop Management System.
• Organize and manage routine work activities in the Center office.
• Coordinate Board Agenda items and Center meeting agendas.
• Maintain attendance records and payroll for Center personnel.
• Prepare travel requests, travel reimbursements, and P-card reports for all Center personnel.
• Reconcile aging reports inclusive of generating invoices and sending them to Center customers, workshop attendees, and Center members. Additionally, reconciling aging reports includes the collection of accounts that are unpaid or past due.
• Process incoming mail and other documents.
• Maintain shared files on intranet through SharePoint.
• Be familiar with and assist with duties assigned to other Center personnel when necessary.
• Maintain good public relations with department personnel, clients and the public.
• Maintain confidentiality of information.
• Perform other duties as assigned.