EXECUTIVE ASSISTANT (50075442)

Job Role Summary

Provide high-level administrative support to the Public Health Director of Finance.  Assist with managing calendars, coordinating meetings and travel, preparing documents and presentations, facilitating division contract management, and other day-to-day office responsibilities. 

Essential Duties

•Answer phones and directs all incoming calls to appropriate party promptly and efficiently.
•Assist with generating division contracts between public health and various organizations utilizing the electronic contract management system.
•Provide financial budget reports as needed.
•Responsible for the requisitioning of goods and services need for the department and initiating purchase order adjustments when applicable.
•Process the approval of vendor items and services to be paid on a daily basis and forwards to Accounts Payable.
•Process mileage for public health employees for reimbursement and provide in-service training when needed. 
•Develop and maintain filing system, including confidential files, maintains records, locates files and documents and other information as necessary; researches and provides information on subjects as required; refers requests for specific information about technical or specialized matters to appropriate personnel.
•Arrange meetings and schedule room reservations as requested.
•Arrange travel schedule and reservations for staff as needed.
•Maintain daily calendar for assigned staff.  
•Creating and maintaining office documents such as vendor files, reports and data sheets. 
•Overall office keeping and general clerical duties: maintains the inflow and outflow of goods (food, paper, pens, pencils, notepads etc.), arrange for repair and maintenance of office equipment, receive, store and maintain inventory of office supplies and equipment, and send, receive and sort mail and other packages, filing system, photocopying, faxing.
•Monthly distribution of cellular phone reports to Administrators for cost center charges.    
•Setup and coordinate meetings and conferences.
•Other duties as assigned. 

Qualifications

•Demonstrated 3 to 5 years of related experience.  
•Strong knowledge of Windows, MS Office, including Word, Excel and PowerPoint.
•Strong interpersonal skills, written and verbal communication skills including ability to present results and interact with executive staff.

Licenses/Certifications Required

Valid Indiana driver’s license

Knowledge, Skills & Abilities

•Must be detailed oriented and competent working in excel and with numbers. 
•Capable and practiced in handling complex and multifaceted tasks. 
•Ability to manage simultaneous project, prioritize tasks and meet deadlines. 
•Flexible, adaptable with the ability to work under pressure to meet deadlines in a fast paced, dynamic environment.
•Ability to interact and communicate effectively with all levels of corporate and divisional staff and management. 
•Able to relate well to the public, personable and good telephone etiquette. 
•Strong organizational skills and ability to create a system to follow up on pending issues.  
•Handles and maintains confidential and sensitive information with the utmost discretion

Working Environment

May be required to work ouside of normal business hours.