Administrative Assistant

EnergiPersonnel; Odessa (TX); On-site; USD 32,000 - 48,000; Full time

Job summary

EnergiPersonnel in Odessa, TX is seeking an Administrative Assistant to support a client operations team. The role involves clerical and technical support, calendar management, data entry, invoice processing, and maintaining confidential records.

You will handle vendor communications, prepare reports, assist with budgets, respond to inquiries, and help with general office duties. A high school diploma or GED and two years of clerical experience are preferred; strong MS Office skills are required.

Qualifications

• High School Diploma or GED required; two years’ clerical and computer experience.
• Knowledge of policies, rules, and regulations relevant to public sector or assigned department.
• Strong data entry and MS Office software skills.

Responsibilities

• Performs administrative and technical support for the assigned department; maintains confidentiality and discretion.
• Manages calendars, coordinates activities, data management, record keeping, and research.
• Processes invoices and requisitions; prepares correspondence and reports.
• Maintains and updates computer databases and records; assists with budget processes and supplies management.
• Screens visitors and phone callers; supports public interactions with courteous service.

Skills

Customer service

Data entry

MS Office

Education

High School Diploma or GED

Tools

MS Office

Job description

Client in Odessa,Tx is seeking Administrative Assistant

Essential Functions:

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Performs administrative and technical support functions for assigned department, requiring understanding of local government operations and services; maintains information confidentiality, and performs duties with discretion and within scope of authority; duties may vary according to job assignment and work skills.
• Performs experienced clerical, technical, and administrative duties, including special projects, special program activities, managing calendars, coordinating activities, data management, record keeping, payroll, accounting, and research.
• Manages special projects and programmatic assignments, requiring knowledge of operations, policies, and procedures of the company.
• Maintains and updates a variety of computer databases and files; enters, edits, and retrieves data, and prepares reports; reviews and processes invoices and requisitions.
• Compiles information and materials for special assignments and projects. Processes a variety of administrative forms, maintains and updates company records and information tracking systems; prepares correspondence, reports, accounting records, board attendance, and administrative documents.
• Maintains personnel and payroll files; researches files and computer databases; assures all administrative actions are in compliance with company policy, procedures, and guidelines.
• Purchases and distributes supplies and manages inventory; works with vendors, verifies deliveries and services, and resolves customer service and technical issues.
• Provides informed and confidential technical assistance to customers and others having business with the company; assists customers with requests, board applications, and other documents; retrieves and releases information according to company procedures.
• Explains company rules, policies, and procedures.
• Arranges and schedules appointments and meetings; assist with the annual budget process.
• Screens visitors and phone callers; resolves issues and complaints as appropriate.
• Supports the relationship between the client and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and staff; maintains confidentiality of work-related issues and company information; performs other duties as required or assigned.
• Delivery of documents to elected officials, pick up necessary office supplies or other materials for the office.

Minimum Qualifications:

• Education, Training and Experience Guidelines: High School Diploma or GEDrequired; and two years’ clerical and computer experience.
• Knowledge of: Policies, rules, and regulations cover specific areas of assignment. Company administration policies, including accounting, budgeting, payroll, purchasing, and personnel rules. Operations, services, and activities performed by assigned department. Methods, procedures, and standards for public sector accounting, record keeping, file maintenance, and records management. Methods and techniques of researching and compiling data for reports and presentations. Customer service principles, protocols, and methods. Business computers and standard MS Office software applications.
• Skill in: Understanding, and applying relevant rules, ordinances, codes, regulations, administrative orders, and other governing regulations.Interpreting and explaining policies and procedures of assigned department.Researching and compiling data for reports and technical documents.Dealing tactfully and courteously with the public.Following verbal and written instructions and procedures.Entering data with high levels of accuracy and productivity.Establishing and maintaining cooperative working relationships with co-workers.Communicating effectively verbally and in writing.
• License and certification requirements: A valid Driver’s License is required.Notary public is desirable.
• Physical demands and working environment: Work is performed in a standard office environment.