Executive Assistant - Public Services

Job Summary
The Executive Assistant facilitates performs a variety of administrative and clerical tasks focused on data collection, entry and analysis to further the efficiency and viability of the organization. Job Responsibilities

Coordinates with other staff to assess needs; develops plan to distribute and complete assignments.
Creates filing systems for electronic file storage.
Trains clerical staff on departmental software; provides or facilitates basic technical support.
Serves as software liaison for users, management, and/or staff.
Steps in to perform word processing and database related clerical tasks.
Provides recommendations for office software and equipment purchases.
Performs other related duties as assigned.

Answers and transfers phone calls, screening when necessary.
Welcomes and directs visitors and clients.
Maintains filing systems as assigned.
Retrieves information as requested from contracts, records, email, minutes, and other related documents;
Responds to and resolves administrative inquiries and questions.
Coordinates and schedules travel, meetings, and appointments for managers or supervisors.
Coordinates meetings
Transcribes records of statements, hearings, and other meetings
Prepares and reconciles purchase orders as directed
Coordinates and prepares payroll
Knowledge, Skills and Abilities
Skills -
Adept with basic research methods.
Ability to think analytically.
Mastery of basic math and statistics.
Proficient in Microsoft PowerPoint and other presentation-style platforms.
Advanced Microsoft Word and Excel skills
Ability to create visual descriptions of findings and present them to staff at varying levels in the organization.
Ability to work independently.
Ability to collaborate with the managerial staff of various departments.
Excellent organizational skills.
Education - High School Diploma required
Associates Degree preferred
4 years of professional administrative experience required Abilities -
Excellent verbal and written communication skills.
Excellent interpersonal and customer service skills.
Proficient in Microsoft Office Suite or related software.
Excellent organizational skills and attention to detail.
Basic understanding of clerical procedures and systems such as recordkeeping and filing.
Ability to work independently.
Physical Requirements

Prolonged periods sitting at a desk and working on a computer.
Must be able to lift up to 15 pounds at times.