Administrative Assistant

USVI Office of Disaster Recovery; Saint Croix (IN); On-site; USD 45,000 - 55,000; Full time

Job summary

USVI Office of Disaster Recovery is seeking an administrative coordinator to provide comprehensive support for disaster programs and related budgets. The role requires handling multiple admin tasks, coordinating travel, events, and executive schedules, while maintaining confidential records and preparing reports.

Ideal candidates have a strong background in government administrative practices, proficiency with ERP systems, Word and Excel, and the ability to work independently or in teams to

Qualifications

• Bachelor’s or Associate’s Degree and three (3) years of administrative experience in a business or government agency with responsibility for assisting in the direction and/or coordination of personnel, office administration, fiscal affairs, and other support services.
• High School Diploma and its equivalent and five (5) years of administrative experience in a business or government agency providing administrative support in the direction and/or coordination of personnel, fiscal affairs, office administration, and other support services.
• An equivalent combination of education and experience may be accepted.

Responsibilities

• Acts as principal assistant on administrative matters relating to disaster programs.
• Maintains liaison with other organizational units, providing support services such as data processing, accounting, purchasing, printing, and personnel matters.
• Collects data for and assists in the preparation of the administrative aspects of the disaster program budget requests.
• Investigates administrative problems and makes recommendations for solutions.
• Provides assistance in planning and implementing administrative improvements, including organizational changes and work systems.
• Handles phone inquiries, directs calls, and provides basic company information.
• Coordinates and arranges travel, accommodation, itineraries, and all correspondence related to arrangements as needed.
• Plans, organizes, and implements events such as meetings, business luncheons, or client dinners.
• Manages the executive schedule and acts as a liaison for the executive team.
• Prepares reports, presentations, and data and maintains files, records, and correspondence for meetings.
• Handles confidential information; organizes and maintains files and records, memos, and other documents and correspondence.
• Prepares information and research for executive needs.
• Performs other related duties as assigned to support the division.
• Second position: Performs other related duties as assigned.

Skills

Written and communication skills

Multi-tasking

Analytical skills

Independent and collaborative work

Education

Bachelor’s or Associate’s Degree + 3 years admin exp

High School Diploma + 5 years admin exp

Tools

ERP system

Microsoft Word

Excel

Job description

Position Summary

This position provides administrative support and coordination of services for disaster programs. The incumbent is expected to use considerable judgment in applying departmental policies and procedures.

Essential Functions

• Acts as principal assistant on administrative matters relating to disaster programs.
• Maintains liaison with other organizational units, providing support services such as data processing, accounting, purchasing, printing, and personnel matters.
• Collects data for and assists in the preparation of the administrative aspects of the disaster program budget requests.
• Investigates administrative problems and makes recommendations for solutions.
• Provides assistance in planning and implementing administrative improvements, including organizational changes and work systems.
• Handles phone inquiries, directs calls, and provides basic company information.
• Coordinates and arranges travel, accommodation, itineraries, and all correspondence related to arrangements as needed.
• Plans, organizes, and implements events such as meetings, business luncheons, or client dinners.
• Manages the executive schedule and acts as a liaison for the executive team.
• Prepares reports, presentations, and data and maintains files, records, and correspondence for meetings.
• Handles confidential information; organizes and maintains files and records, memos, and other documents and correspondence.
• Prepares information and research for executive needs.
• Performs other related duties as assigned to support the division.

Secondary Position Tasks

• Performs other related duties and responsibilities as assigned.

Knowledge

• Knowledge of principles, procedures, and problems of fiscal management and their adaptation to the department.
• Knowledge of government budget and administrative practices and procedures.
• Knowledge of office management principles, procedures, and techniques and their adaptation.
• Skill in computer applications to include Microsoft Word, Excel, and the ERP system.
• Skill in general office equipment such as telephone, fax, printers, copiers, calculators, and computers.
• Skill in written and communication skills.
• Skill in multi-tasking.
• Ability to acquire knowledge of and proficiency with departmental rules, regulations, policies, and procedures.
• Ability to acquire knowledge of all other divisions and department organization and programs.
• Ability to analyze, edit, review, and interpret complex technical material.
• Ability to plan and supervise administrative control systems.
• Ability to establish and maintain effective and cooperative working relationships with all levels of management and staff and outside agencies.
• Ability to work independently and collaboratively.
• Ability to prepare statistical, financial, and other reports.
• Ability to maintain confidential records and files.
• Ability to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
• Ability to abide by strict ethical standards, integrity, objectivity, and confidentiality.

Position Requirements And Qualifications

• Preferred Qualifications:
• Bachelor’s or Associate’s Degree and three (3) years of administrative experience in a business or government agency with responsibility for assisting in the direction and or coordination of personnel, office administration, fiscal affairs, and other support services.
• High School Diploma and its equivalent and five (5) years of administrative experience in a business or government agency providing administrative support in the direction and/or coordination of personnel, fiscal affairs, office administration, and other support services.
• Level of experience:
• An equivalent combination of education and experience may be accepted.

Salary

$45,000 – $55,000 per annum, depending upon qualifications.