Assist with various department managers' requirements for day to day operation of their respective departments within the division. Provide administrative and clerical services in a competent, proactive, and professional manner.
QUALIFICATIONS
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Minimum 3 years of administrative support/office secretarial experience.
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High School Diploma or equivalent GED.
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Proficient in Microsoft Office software is essential (MSWord, Excel, Power Point, Outlook, and Visio).
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The role requires the ability to manage a number of tasks simultaneously, for multiple managers, while meeting deadlines with strong organizational and interpersonal abilities.
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Excellent organizational, analytical, interpersonal and communication skills (written and oral).
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Ability to successfully balance supporting multiple managers.
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Ability to effectively and proactively solve problems.
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Proactive approach and positive attitude are essential.
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Ability to effectively interact with all levels in the organization.
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Must be self-motivated and efficient in completing assigned tasks/projects accurately and on time.
ESSENTIAL FUNCTIONS
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Provide general secretarial duties to assigned managers; including, but not limited to: typing, word processing, departmental filing, distributing, photocopying, memos and correspondence, dictation (if required), fax and telex duties, telephone duties, mail handling, appointment scheduling, and greeting departmental visitors.
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Compile and distribute weekly reports as required by department.
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Process expense reports and credit card statement for the department.
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Process Invoices for approval and submission to Accounts Payable.
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Set up and maintain department files; confidentiality is required.
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Assist with presentations and correspondence as assigned.
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Maintain contact information and calendar for department.
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Make travel arrangements and hotel accommodations, as required.
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Participate in the scheduling of departmental meetings and all duties associated with meeting planning, as required.
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Support any division initiative as requested and in the absence of other administrative support.
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Liaise with other administrative support within division to ensure coverage when absent.
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Assist with maintaining office organization (including kitchen and mail duties, maintaining the copy room, etc)
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Work assigned work hours to ensure administrative coverage
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Other duties as assigned; this list should not be considered comprehensive