Administrative Assistant III

Administrative Assistant

Location: Birmingham, AL 35209 Duration: 12-month contract Schedule: 7:00 am to 4:00 pm Pay: $22.95/hr. on W2

Job Duties

Some examples of the job duties may include:

• Greeting visitors, answering requests, answering phones, screening/routing callers, taking messages, and assisting in resolving routine problems and inquiries pertaining to departmental policies/procedures.
• Supervising or giving work direction to lower level clerical personnel.
• Scheduling appointments and engagements on behalf of the department, without prior clearance.
• Making arrangements and coordinating all details for meetings, conferences, and special events including catering requests, presentation materials, and equipment.
• Planning and coordinating meeting arrangements including travel and lodging and processing expense reports.
• Interpreting administrative decisions and policies to complete assigned tasks and projects of a complex nature.
• Reviewing, prioritizing, and determining actions for all incoming correspondence and mail.
• Ordering office supplies and equipment; organizing and maintaining department filing systems and other records.
• Assisting with creating, maintaining, and collecting data for reports, charts, graphs, spreadsheets, and databases.
• Assisting with monitoring and approving departmental expenditures, department budget, and account records.
• Making requests for office equipment repairs and working closely with facilities to ensure that equipment, materials, and office space are used effectively.
• Composng documents; maintaining relevant databases; updating departmental websites and related records.
• Being exposed to confidential information and handling confidential matters.
• Researching, analyzing, and summarizing data for reports independently and assisting with large project coordination.
• Maintaining calendars for management.

Job Requirements

High School Education or equivalent of three years or more of administrative support and understanding of general office procedure experience required. Excellent listening, oral, verbal, and written communication skills required. Ability to exercise discretion and independent judgment within understood policies and procedures preferred. Experience with standard report generation; office administrative practices and procedures required. Intermediate skill level or better and knowledge with using computer applications involving word processing, data entry, and/or standard report generation including: Microsoft Office Word, Excel, Access, PowerPoint, and internet search software relevant to the position required. Familiarity with using pivot tables and advanced formulas when working with spreadsheet and reports preferred. Good attention to detail skills and the ability to multitask preferred. Good organizational, problem solving, and time management skills a plus and preferred. Must be able to work in a seated position for the duration of the workday preferred. Must perform office tasks using simple hand grasping, fine hand manipulation, and reach associated with assigned tasks such as paperwork, computer keyboarding, filing, and calculating preferred. Sufficient ability to communicate through sight, hearing, and/or otherwise, to perform assigned tasks and maintain proper job safety conditions preferred.

Additional Job Details: A large percentage of the job will be submitting bills through our system called Coupa.