Administrative Assistant

POSITION SUMMARY:

The Administrative Assistant performs clerical duties. The administrative Assistant’s duties revolve around managing and distributing information within the office. This generally includes answering and maintaining the multi-line switchboard, routing calls as appropriate, taking memos, maintaining files, sending and receiving correspondence, as well as greeting clients and customers. The administrative assistant must be knowledgeable in office bookkeeping software, such as Microsoft Excel.

PRIMARY DUTIES AND RESPONSIBILITIES:

• Manage multi-line switchboard, routing calls as appropriate
• Receive incoming courier packages and prepare outgoing packages
• Receive and distribute fax correspondence
• Process daily outgoing mail and retrieve incoming mail from post office including opening, stamping, and sorting
• Greet all visitors by offering refreshments, inform the appropriate staff of their arrival
• Manage boardroom bookings
• Handle meeting and conference room calendar coordination, including meeting room setup and breakdown
• Assist with catering for meetings
• Keep mailroom/kitchen tidy including loading, unloading coffee area dishwasher, and making sure coffee is fresh for employees and guests
• Open and close reception, responsible for locking doors at the end of the day

• Office Administration
• Assist with administrative overflow and special projects from other departments as needed
• Prepare weekly and monthly reports for distribution
• Manage bi-weekly office supply orders and maintain appropriate quantities in reception stock room
• Other projects as required

QUALIFICATIONS AND REQUIREMENTS:

Skills/Abilities and Knowledge Required

• Strong organizational skills, ability to prioritize and multi-task
• Minimum 2 years Receptionist/Office Administrator experience
• Exceptional customer-service skills and effective communication both verbal and written
• Ability to work with minimal supervision
• Experience with MS Word, MS Excel and Outlook, must be comfortable working with spreadsheets

• Must pass background check and drug screen.
• Must have reliable transportation and a valid driver' s license.

EDUCATION, SKILLS AND EXPERIENCE:

• High school education or GED.
• 2 years Receptionist/Office Administrator experience
• 
  Additional Eligibility Qualifications
  • Ability to organize effectively, delegate responsibility, solve problems quickly and communicate
  clearly
  • Ambitious and target focused with a drive to succeed
  • Ability to manage time effectively and handle both internal and external conflicts

TRDI hires many individuals with and without disabilities, especially those that are transitioning out of the Armed Services:

If you are self-identifying a disability, please submit supportive documentation (i.e. the official medical/psychological diagnosis signed by the appropriate healthcare provider, along with functional limitations extent) with the application package for full employment consideration. If you have a Vocational Rehabilitation Counselor (VRC) assigned, you can request a 1-page letter on their official letterhead with the same requested information, to be signed by the VRC.  Please fax to 210-572-0408.