Administrative Assistant

henryjaustincenter; Trenton (NJ); On-site; USD 44,000 - 61,000; Full time

Job summary

Henry J. Austin Center is seeking an On-site Administrative Assistant to support designated Chief officers. The role requires professional communication, calendar management, travel arrangements, and preparation of routine letters and reports, contracts, and forms.

You will greet patients and visitors, route correspondence, and maintain confidential files with discretion. The successful candidate will attend meetings, take minutes as required, learn agency systems, and coordinate administrative

Qualifications

• High school diploma or GED; 1 year related experience
• Strong organization and communication skills
• Ability to learn software and operate standard office equipment

Responsibilities

• Greet patients/clients professionally by phone or in person
• Organize secretarial and clerical work and develop efficient methods
• Type letters, reports, and other documents from various sources
• Provide administrative support to management staff as needed
• Maintain executive calendars and arrange travel for staff
• Prepare correspondence for review and signature by management
• Attend meetings and take notes as required

Skills

Office techniques

Computer literacy

Customer interaction

Learning software

Education

High school diploma or GED

Tools

Office Suite

Excel

Desktop Publisher

Job description

ON-SITE POSITION

MAJOR FUNCTION

Under the direction of the Chief Officers performs secretarial and administrative support functions for designated Chief administration and management staff including but not limited to these ESSENTIAL FUNCTIONS.

ESSENTIAL FUNCTIONS

• Consistently greets all patients/clients/customers via telephone or directly in a personal and professional manner.
• Organizes assigned secretarial and other related clerical work and develops effective work methods.
• Types technical, scientific, financial, statistical and other statements and reports, correspondence, memoranda, opinions, orders, bills, warrants, contracts, forms, specifications, records, manuscripts and legal documents from varied types of copy.
• Provides administrative and secretarial support to other management staff as outlined above or necessary.
• Maintains a schedule of appointments and the daily engagement calendar of the Chief Officers and others outlined above as necessary.
• Makes necessary arrangements for management staff speaking engagements and hearings; travel arrangements for conferences and meetings.
• Reviews, sorts and routes incoming correspondence and personally prepares letters in routine matters which may not be signed or reviewed by the management staff.
• Prepares other correspondence for the review and signature of the management staff, retaining a comprehensive knowledge of the Center's programs, objectives, standards, policies and procedures.
• Sees that pertinent material is obtained from the files and other sources and arranges it in usable form. Prepares memoranda and summaries as may be required.
• Acts to relieve the management staff of detail by providing information to those requesting it, including division personnel, representatives of federal, state and local government, and other groups, organizations and agencies and to the general public in accordance with established policy and only at the request of the management staff.
• Screens all telephone calls directed to the management staff.
• May be required to learn and utilize various types of electronic and/or manual recording and information systems used by the agency, office or related units, including personal computer, printers, copiers, etc.
• Maintains confidential, personal correspondence, follow-up and other records and files.
• Attends meetings and takes meeting minutes as required.

ADDITIONAL RESPONSIBILITIES:

• Performs other duties and assumes other responsibilities as apparent and/or as assigned by the Chief Officers. Duties, responsibilities, and activities may change or new ones may be assigned at any time with or without notice.

REQUIREMENTS:

EDUCATION & EXPERIENCE:

• High school diploma or general education degree (GED) required; minimum one (1) year related experience and/or training; or equivalent combination of education and experience.

LICENSURE AND/OR CERTIFICATIONS:

• None required

KNOWLEDGE, SKILLS, ABILITIES AND OTHER (KSAO’s)

• Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence; effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Skill in the application of modern office techniques and practices and the use and care of office machines and equipment. Working knowledge of Office, WP 6.0/Windows, Excel, Desktop Publisher; willingness to learn various software packages.
• Computer literacy and proficiency.
• Ability to work well with others and to interact with the public in a cooperative and courteous manner.
• Resourceful and well organized.

PHYSICAL & WORK REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position requires manual dexterity sufficient to operate phones, computers, and other office equipment. The position requires the physical ability to kneel, bend, and perform light lifting. This person must have the ability to write and speak clearly using the English language to convey information and be able to hear at normal speaking levels both in person and over the telephone. Specific vision abilities required by this job include close vision, depth perception and the ability to adjust focus. The working conditions are good with little or no exposure to extremes in health, safety hazards and/or hazardous materials.

SALARY:
$44,100 - $60,800