Under the general supervision of the Administrator or designee, the Administrative Assistant I coordinates and performs a variety of confidential and complex administrative duties.
Coordinate and perform complex and varied administrative tasks requiring independent action and the setting of priorities and procedures
Prepare correspondence, memoranda, or reports. Type grants and correspondence for various faculties
Organize information into spreadsheet format from data collection. Generate reports in preparation for analysis and graphical display
Assist with the processing of payroll, personnel action, and other human resource related forms
Record, prepare, and distribute minutes
Perform data entry and generate reports
Arrange travel logistics and coordinate schedules. Completes travel advance and authorization forms.
Maintain travel records.
Submit voucher forms with appropriate receipts and information for reimbursement
Process and track documents such as invoices, payments and requisitions
Answer phones and screen calls. Provide information and respond to questions
Greet visitors; ascertain their needs and provide information as required
Maintain the appointment book. Schedule or arrange for conferences, meetings, interviews, appointments, or similar activities.
Review, sort, and file a variety of material. Set up and maintain filing system as needed. Provide information as needed
Order and maintain office and other department supplies
Open, review, and distribute incoming mail. Identify priority mail and route accordingly.
Answer routine correspondence
Perform other duties as required.
Associate’s degree in Business Administration, or equivalent experience
3 years of office, or related experience
Proficient in Microsoft Office products: Word, Excel, PowerPoint, and Outlook
Possess the organizational, verbal, written and interpersonal skills necessary to interact effectively with all levels of personnel
Ability to prioritize and problem solve
SUPERVISION RECEIVED :
Under the general supervision of the Administrator or designee
ENVIRONMENTAL WORKING CONDITIONS:
Usual office environment
This position is located within a federal correctional facility in Devens, MA.