Administrative Support - MS

Goodwill Industries of South Florida; Miami (FL); On-site; USD 35,000 - 50,000; Full time

Job summary

Goodwill Industries of South Florida is seeking an individual for a secretarial role to provide administrative support to the Manager and the Mission Services Division leadership team.

This position involves answering phones, coordinating meetings, handling mail, and maintaining important departmental documents. The ideal candidate will be organized and focused on prioritizing tasks effectively to support the division's needs.

Responsibilities

• Provide secretarial and administrative support to the Manager and leadership team.
• Answer phones, take messages, and handle mail.
• Coordinate meetings and travel arrangements.
• Assist with reconciling vendor invoices.
• Prepare and maintain required documents for department operations.

Job description

Summary

This position provides secretarial and administrative support to the Manager and the Mission Services Division leadership team.

Essential Duties And Responsibilities

• Answers phones and takes messages, handles mail, and prepares other documents as requested by the Manager and leadership team in the Mission Services Division.
• Coordinates meetings and travel arrangements as needed.
• Assist with reconciling vendor invoices and payment vouchers.
• Check Mileage Expense Reports and Travel and Other Expenses Reports.
• Schedules meetings, takes minutes of these meetings (including Board and Committee meetings), and types the minutes.
• Maintain and update contract filing and keep track of assignment agreements and modifications.
• Develop attendance/service logs of participants (if applicable)
• Prepare, maintain, and store the department-required documents, such as Personnel Action Forms for new hires, transfers, termination, status changes, address changes, driver authorization documents, driving logs, etc., for the participants and department employees.
• Prioritize and organize all office procedures, reflecting the division's needs. Order, stock, and track office supplies, forms, etc.
• Maintains an inventory report of computers, phones, cube assignments, etc.
• Prepare, maintain, and store documents for destruction consistent with the Document Destruction procedures.
• Create certificates for program or training completion and keep a tracking log of required training.
• Assist with special projects as assigned.
• Perform other duties as assigned, consistent with the department's needs.