Administrative Assistant

Infojini

Arlington, TX 76011, USA

Published: 6/14/2022

Full Time

Job Description

Below is the job description for the position:

Position Title: Administrative Assistant
Duration: Temporary to Full Time Hire Position -Onsite Work
Location: Arlington, TX 76011- Onsite
Hours Weekly: M-F, 8 hours/day
State Client

Job Description

Maintains Agency Internal Mailing List and Phone Directory for Information Center
Works with Human Resources to maintain current agency directory data information.
Provides printed copy for mail distribution station & Welcome Desk as updates to the directory occur.
Manages Agency’s Multi-Line Telephone Switchboard.
Takes the lead to field inquiry calls from media requests and directs them to the correct POC within the Agency.
Agency USPS Postage Duties

Processes daily postage for all Client outgoing USPS mail.
Generates daily reports of postage fees used by the agency's postage machine.
Prepares and sends monthly reports to accounting for auditing and recording project codes, including monthly postage slips.
Maintains current project codes in the postage machine.

Assists Public and Agency Employees with Parks Pantry needs.
Serves as POC for assistance or help requests for Parks Pantry.

Co-monitors inventory and supply of agency badges for current approved vendors on-site.

Assists Executive Director staff with Agency and Region-Wide events such as Annual Awards and General Assembly with day-of hosting needs upon request.

BRIEF DESCRIPTION

The purpose of this position is to manage the Client switchboard and visitor reception area and to maintain the agency master mailing list. This is accomplished by answering the multi-line telephone switchboard and directing calls to appropriate staff; providing information on departmental functions; greeting incoming visitors and directing them to their destination; updating and posting the agency's meeting schedule; and updating the agency master mailing database. Other duties include receiving, sorting and distributing agency deliveries; maintaining the agency cash box for the Regional Information Center; providing clerical assistance to the Public Affairs Department and the Assistant to the Executive Director; and serving as backup in the Regional Information Center.

ESSENTIAL FUNCTIONS

Legend (Physical Demands):

(S) Sedentary – Exerting up to 10 lbs. occasionally or negligible weights frequently; sitting most of the time.
(L) Light – Exerting up to 20 lbs. occasionally; 10 lbs. frequently; or negligible amounts constantly; OR requires walking or standing to a significant degree.
(M) Medium – Exerting 20-50 lbs. occasionally; 10-25 lbs. frequently; or up to 10 lbs. constantly.
(H) Heavy – Exerting 50-100 lbs. occasionally; 10-25 lbs. frequently; or up to 10-20 lbs. constantly.
(V) Very Heavy – Exerting over 100 lbs. occasionally; 50-100 lbs. frequently; or up to 20-50 lbs. constantly.

Code | Essential Function | Demand

Monitors multi-line telephone switchboard by taking incoming calls; distributing calls to correct departments and individuals; distributing messages; obtaining information and processing incoming calls.
Greets incoming visitors and guests by directing visitors and guests to various meetings and departments and calling the appropriate department contact.
Maintains and updates agency master mailing list by collecting data; inputting data; proofreading information for agency annual directory; ensuring publication of accurate information and providing mailing labels for department mail outs.
Receives, sorts and distributes agency deliveries by collecting deliveries throughout the day; sorting deliveries; contacting the appropriate department and placing publications into the appropriate mailbox in the Print Shop.
Provides clerical assistance by typing; preparing mail outs; providing labels; folding, collating and stapling documents; stuffing envelopes and providing filing services for the Assistant to the Executive Director.
Maintains agency cash box for the Regional Information Center by receiving money; preparing receipts for Regional Information Center sales; preparing data sales sheets and providing change for agency staff.

JOB REQUIREMENTS

Formal Education / Knowledge

Work requires knowledge necessary to understand basic operational, technical, or office processes.
Level of knowledge equivalent to four years of high school or equivalency.

Experience

Under and including one year.

Certification and Other Requirements

Valid state issued driver’s license.

Reading

Intermediate – Ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses, and encyclopedias. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.

Math

Basic – Ability to perform the four basic arithmetic operations. Ordinarily, such education is obtained in elementary school up to high school. However, it may be obtained from experience and self-study.

Writing

Basic – Ability to write simple sentences containing subject, verb, and object, and/or series of numbers, names, and addresses. Ordinarily, such education is obtained in elementary school up to high school. However, it may be obtained from experience and self-study.

Managerial

Receives Direction: Work adheres to specific procedures, but the employee determines priorities and organizes work. The employee normally performs the assignment after receiving general instructions as to methods, procedures and desired end results. There is some opportunity for discretion when making decisions among a few easily identifiable choices. The assignment is usually reviewed upon completion for approval.

Budget/Financial Responsibility

Does not have any budget responsibility.

Organizational Control

Job has no responsibility for the direction or supervision of others.

Complexity

Work involves choices of action within limits set by standard practices and procedures. Professional judgment is required to apply the proper course of action.

Interpersonal / Human Relations Skills

Work requires minimum or limited contact with individuals. The purpose of contact is to exchange and/or receive basic information.

Technical Skills

Work requires the use of standard technical skills appropriate to the work environment of the Agency. Affects accuracy of multiple projects.