Administrative Assistant - Fathers and Families

FLSA Status

Job Role Summary

This position is responsible for serving as an Administrative Assistant to the Director of Maternal & Child Health and the Workforce Director. The person in this role will also be responsible for providing support for all maternal and child health-related and public health infrastructure matters.

Essential Functions and Responsibilities

• Performs secretarial duties which include but are not limited to typing all correspondence, reports, minutes, etc. from a variety of sources; filing, sorting and distributing mail, requisitioning materials, scheduling appointments and meetings, answering phone calls and directing visitors. (1,3)
• Verifies mileage claim forms monthly by checking figures and providing tape-runs.  Prepares cover page and sends to payroll for further routing. (1,3)
• Arrange travel schedule and reservations for staff as requested.
• Provide assistance to department administrators and their support staff as requested (e.g. questions on administrative procedures related to travel, reimbursements, and mileage claims).
• Develops and maintain an electronic and paper filing system, including confidential files, locate files and documents and other information as necessary; research and provide information on subjects as required; refer requests for specific information about technical or specialized matters to appropriate personnel, departmental/organizational-related. (1,3)
• Enters and processes requisitions in SAP for the MCH Department and Workforce Development Program area. (1,7)
• Outflow of office goods; arrange for repair and maintenance of office equipment; receive, store, and maintain inventory of office supplies and equipment; send, receive and sort mail and other packages; photocopying and faxing. (1)
• Arrange meetings and schedule conference room reservations for the Maternal & Child Health and Workforce Directors as requested. (1,3)
• Review, track, and forward as-needed requests and approvals (e.g., travel requests and reimbursements, tuition reimbursement requests from the department. (1,3)
• Consistently manages time effectively to ensure the timely completion of assigned duties. (1, 8)

Job Requirements

• Must be able to use basic office equipment: fax machine, copier, computer, typewriter. Proficient with Microsoft Office (Word, Excel, Access and PowerPoint).

• Correct grammar usage and interpersonal communication skills.
• Ability to communicate effectively, using tact and diplomacy with a wide variety of individuals within and outside the Corporation.
• Prioritize work effectively with minimal supervision.
• Make timely decisions to meet changing circumstances/frequent deadlines under pressure.
• Completion of high school with some formal post-high school business training and 6 years progressively responsible secretarial experience in a highly demanding work environment.

Knowledge, Skills & Abilities

TBD