Summary: This position functions under supervision while exhibiting personal initiative and is accountable for the efficient management of Region’s clerical/administrative services including budgeting, reporting, analyses and/or other necessary tasks.
Essential Duties/Responsibilities: Duties include but are not limited to the following:
Prepares approval for expenditures, job closing, material purchases, state reports.
Develops and/or prepares special status reports upon request.
Analyzes information relative to budgets, One-Pay cards, expenditures, expense reports, capital job status, electronic invoicing and payments.
Performs the lead function in conducting financial and administrative reviews.
Type correspondence, statistical data, filings, permits, and standards.
Distributes information, performs copying and clerical needs.
Must be able to handle coverage of multiple phone lines.
Answers incoming telephone calls.
Responding to and communicating with appropriate agencies, if directed to do so.
Establish and maintain filing systems.
Arrange travel schedules.
Compose routine correspondence.
Maintain office supplies.
Prepare and follow up on purchasing requisitions.
Maintain records retention.
Perform Data entry in multiple databases
Assist in training personnel in data entry
Coordinates office meetings, parties or gatherings
Education: High school diploma with adequate knowledge of English, Mathematics, and Grammar.
Experience: Two (2) or more years of administrative/clerical experience required.
Additional Knowledge, Skills, Licenses/Certifications, Abilities & Personal Characteristics (KSLAPs):
Able to demonstrate commitment to compliance with applicable laws and regulations, the Company’s Ethics and Compliance Code of Conduct, and other Company policies and procedures and do so consistently, take all required training courses and do so timely.
Able to demonstrate respect for all individuals, adhere to the Company’s values and business practices and do both consistently.
Able to work in an honest, ethical, trustworthy manner including maintaining strict confidentiality.
Able to learn and apply knowledge of and adhere to all Company Policies, processes and procedures; including, but not limited to, General Expense and Reimbursement and Ethics & Compliance.
Able to keep current on Company activities, including organization, workflow and operations.
Able to work independently to perform administrative duties, including accessing, prioritizing, organizing, planning, scheduling and tracking responsibilities.
Able to work cooperatively in a team environment, commit to team goals and objects, demonstrate professionalism and treat all with courtesy and respect.
Able to use creativity, anticipate needs, organize workflow, prioritize work and concentrate efforts accordingly to produce quality work products and services.
Able to adapt quickly to changing demands and deadlines, demonstrate flexibility in the face of change or uncertainty and concurrently manage multiple tasks successfully.
Able to be detail oriented and see the big picture.
Able to solve difficult problems with effective solutions and follow through to ensure successful completion.
Able to analyze situations and documentation to determine importance/priority, actions required and appropriate format.
Able to apply proper telephone etiquette, correct English grammar and punctuation, and proofread accurately to provide effective oral and written communication with all levels of company personnel, regulators, vendors, customers, media and the public.
Able to add, subtract, multiply, divide and calculate fractions and percentages to complete accounting forms, departmental reports, expense reimbursements and budget documentation.
Able to utilize personal computer software to create correspondence, reports, presentations, expense reimbursements and merge documents.
Able to utilize computer software proficiently, including: word processing, spreadsheets, presentations, e-mail, personnel reports for correspondence, reports and documentation and integrated mainframe system applications for human resources, expenses, supplies, budget and time.
Able to handle multiple tasks, changing priorities, and deadlines, and have a high degree of accuracy.
Able to motivate self; operate as a self-starter with individual drive and initiative to start, develop and complete projects and initiatives.
Able to learn and use proficiently the personal computer keyboard, pager, palm pilot, cellular phone and corporate telephone system.
Able to operate a personal computer, desktop and/or laptop.
Able to operate a multi-line telephone, speaker-phone, photocopier, scanner, facsimile machine, calculator and other office equipment; such as, GBC machine, electric stapler and hole punch.
Able to exert up to 10 pounds of force occasionally, and/or a minimal amount of force frequently to lift, carry, push, pull or otherwise move objects.
Able to bend, stoop, squat, crouch, kneel and/or reach repeatedly, on a daily basis.
Able to demonstrate and apply the manual dexterity to operate a personal computer.
Able to sit and view terminal for extended periods of time.
Able to communicate orally in a clear manner.
Able to hear oral communication, either in person or on equipment, such as telephone or mobile phone.
Able to move about an office and building.
Able to distinguish between colors
Able to work indoors, in an office environment, regardless of whether cubicle, open office or private office.
Able to adapt easily to changing work schedules.
Able to work overtime (scheduled and/or unscheduled, nights and/or weekends) occasionally, as needed or required to meet established deadlines.
Able to travel occasionally, very infrequently overnight.
Able to function successfully in environment with moderate pressure to meet deadlines.