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Administrative Assistant

Company: Area Agency on Aging of Pasco-Pinellas, Inc.
Location: Saint Petersburg
Posted on: September 22, 2022

Job Description:

Job Summary:The Administrative Assistant provides administrative support to ensure the smooth operation of the office. Individuals that are successful in this role possess strong communication skills, high attention to detail, and can be relied upon for dependable and consistent work output. The Administrative Assistant is knowledgeable about agency practices and work processes to provide clerical support. Coordinates the provision of office and staff services and oversees or participates in the coordination and completion of special projects or events. Ensures that guests and visitors are properly greeted, answers incoming phone calls, and manages agency mail.Duties and Responsibilities: Serve as Front Desk Coordinator (answering phones and greeting guests), while also providing support to the department leadership including the Executive Assistant and other staff by performing administrative procedures to generate efficiency of process and results Performs varied and/or routine administrative duties for various programs, including scanning, mailing, labeling, filing, collating, etc. Schedule meetings and maintain meeting room schedules including coordination of set-ups including set-up of sound equipment, tables, chairs, materials, and refreshments as needed Answers incoming calls, determines nature of the call, and transfers to the appropriate individual in a courteous and tactful manner. Handles any voice mails left. Greets visitors and guests with a smile, determining nature of business and announcing visitors to appropriate employees/individuals. Escort if needed Provides basic information about AAAPP services to visitors and callers (i.e., company address, directions to the agency, company website, etc.) Requires all visitors to sign in and wear visitor badges while on AAAPP's premises Ensures visitors abide by existing rules and report and refuse admission to persons as directed. Composes prepares and/or types a wide variety of documents including that of a confidential, complex, and/or technical nature with limited supervision and direction such as correspondence, notices, meeting minutes, policies, employee directory, manuals, etc. Attends meetings, assists with presentations as needed, and compiles meeting minutes for administration Manages mail for agency: receive, sort, and distribute mailings and deliveries to appropriate individuals, visiting US Mailbox or Post Office daily to drop off mailings; assist with the preparation of mass mailings; also handles FedEx and special mailings as directed Maintains money log & copy (checks/cash) for accounting and control purposes Responsible for agency coordination of off-site document storage and agency retention activities and related documents Responsible to develop and maintain efficient methods to track, re-stock office and breakroom supplies; place supply orders including office furniture as directed and record purchases Ensures office supplies have been replenished in work areas as necessary Responsible for the upkeep of employee dining area, such as making and refreshing coffee, coffee clean up at end of workday, etc. Assists with coordination and set-up of company events, both internal and external. These events include, but are not limited to, company meetings, employee lunches, employee relations events, client-facing events, and Board related events Works independently to resolve scheduling conflicts to ensure that phone/front desk coverage is complete at all times. Inform manager of any schedule changes Works with the relief coverage to determine appropriate times for lunch and breaks Ensures front desk/reception is open promptly at 8:00 a.m. and attended throughout the day until 5:00 p.m. Operates multi-line telephones, copier, office machines, computer, recorder, etc., as directed Requests repairs for office equipment as necessary Ensures that work/assignment areas are neat, clean, and sensitive information is secured before leaving such areas on breaks, end of the workday, etc. Creates and maintains an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the agency Supports and enhances the AAAPP culture by maintaining a positive demeanor each day Documents and maintains position processes to help ensure position continuity and for reference in the performance management process Performs other duties as assignedEducation:Minimum education or prior job experience- High School Diploma or General Education Degree (GED); or one-year related experience and/or training; or equivalent combination of education and progressively responsible experience performing administrative work in a general office, or Skills/Qualifications: Proficiency MS Office Exceptional telephone demeanor Strong knowledge of administrative practices, filing, and other clerical tasks to maintain organized flow and access to information. Must maintain a professional appearance Possess strong verbal and written communication and interpersonal skills Strong telephone etiquette and ability to be courteous and project a positive and helpful attitude to all Ability to remain calm in emergency situations Analytical/decision-making skills Must be self-directed and able to complete projects with limited supervision Good follow-through skills and ability to resolve issues in a timely manner Ability to plan, organize, and prioritize work in order to accomplish work in compliance with quality standards and deadlines. Ability to effectively and efficiently work on multiple projects at the same time and meet changing deadlines Ability to seek out new methods and principles and be willing to incorporate them into existing practices. Ability to work independently and as part of a team. Attention to accuracy and detail in processing information Ability to maintain confidentiality Detail-oriented with a high degree of accuracy Highly organized SPECIAL REQUIREMENTS: Ability to move freely (standing, sitting, stooping, walking, bending, pushing, and pulling) and lift up to a maximum of twenty-five (25) pounds Must pass Pre-Employment Drug Test Must pass Level II criminal background screening Excellent Benefits No phone calls.DF/SF WP EOEJob Type: Full-timePay: $17.00 per hourBenefits: 401(k) 401(k) matching Dental insurance Employee assistance program Flexible spending account Health insurance Life insurance Paid time off Referral program Vision insuranceSchedule: Monday to FridayAbility to commute/relocate: Saint Petersburg, FL 33702: Reliably commute or planning to relocate before starting work (Preferred)Application Question(s): Why are you interested in this job?Education: High school or equivalent (Required)Experience: Customer service: 2 years (Required) proficiency in MS Office: 1 year (Required) clerical, receptionist, office admin assisting: 1 year (Required)Work Location: One location

Keywords: Area Agency on Aging of Pasco-Pinellas, Inc., St. Petersburg , Administrative Assistant, Administration, Clerical , Saint Petersburg, Florida

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