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Administrative Assistant


Job Id : 4388

Jobtitle : Administrative Assistant

Location : Essex , VT

Company Name : Town Of Essex

Industry : Information Technology

Salary : $55,000 - $95,000  YEAR

Job type : Fulltime

Posted on: 2019-08-21


Required Skills : Reporting Skills, Administrative Writing Skills, Microsoft Office Skills, Analysis, Professionalism, Problem Solving, Supply Management.

Benefits : No benefits are available


Administrative Assistant top skills & proficiencies:

  • Reporting Skills

  • Administrative Writing Skills

  • Microsoft Office Skills

  • Analysis

  • Professionalism

  • Problem Solving

  • Supply Management

  • Inventory Control

  • Verbal Communication

  • Office Administration Procedures

  • Typing Skills

  • Attention to Detail

  • Accuracy

  • Multitask

  • Telephone Skills

  • Teamwork

  • Discretion and Judgment

  • Patience

Responsibilities:

  • Answer and direct phone calls

  • Organize and schedule meetings and appointments

  • Maintain contact lists

  • Produce and distribute correspondence memos, letters, faxes and forms

  • Assist in the preparation of regularly scheduled reports

  • Develop and maintain a filing system

  • Order office supplies

  • Book travel arrangements

  • Submit and reconcile expense reports

  • Provide general support to visitors

  • Provide information by answering questions and requests

  • Take dictation

  • Research and creates presentations

  • Generate reports

  • Handle multiple projects

  • Prepare and monitor invoices

  • Develop administrative staff by providing information, educational opportunities and experiential growth opportunities

  • Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

  • Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies

  • Contribute to team effort by accomplishing related results as needed

  • Carry out administrative duties such as filing, typing, copying, binding, scanning etc.

  • Organize travel arrangements for senior managers

  • Write letters and emails on behalf of other office staff

  • Book conference calls, rooms, taxis, couriers, hotels etc.  

  • Cover the reception desk when required

  • Maintain computer and manual filing systems

  • Handle sensitive information in a confidential manner

  • Take accurate minutes of meetings

This position works under the general supervision and reports directly to the Community Development Director with some supervision by the Zoning Administrator. Works in accordance with various Town policies. This part-time position will work approximately 28 hours per week. The anticipated work schedule is Monday – Friday, 9 am – 3:00 pm, though the schedule may vary depending on the needs of the municipality.

This position requires a high school diploma and 2 years of experience in an office or administrative setting. Previous experience in customer service related positions is desired. Strong computer and customer service skills are a must. Previous municipal experience preferred. Candidates must be able to work within a very busy office environment and prioritize work around departmental needs and statutory deadlines.

The minimum starting salary is $17.44/hour, actual starting salary is dependent on relevant experience and qualifications. This position is eligible for the VMERS Retirement Plan, pro-rated sick and vacation accruals.

  • Coordinate office procedures

  • Reply to email, telephone or face to face enquiries

  • Develop and update administrative systems to make them more efficient

  • Resolve administrative problems

  • Receive, sort and distribute the mail

  • Answer telephone calls and pass them on

  • Manage staff appointments

  • Oversee and supervise the work of junior staff

  • Maintain up-to-date employee holiday records

  • Coordinate repairs to office equipment

  • Greet and assist visitors to the office

  • Photocopy and print out documents on behalf of other colleagues

Requirements:

  • Proven admin or assistant experience

  • Knowledge of office management systems and procedures

  • Excellent time management skills and ability to multi-task and prioritize work

  • Attention to detail and problem solving skills

  • Excellent written and verbal communication skills

  • Strong organizational and planning skills

  • Proficient in MS Office

  • At least 7 years of experience in the field or in a related area

  • High school diploma or equivalent; college degree preferred

 

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