Administrative Assistant/Program Specialist

3 weeks ago

Trenton, United States Connexus Hub Full time
Job DescriptionJob DescriptionSalary: $38.71/hourly

Connexus Hub is a professional services firm that works with Government Agencies and Fortune 500 customers. We are looking for a Administrative Assistant with refined customer service and relationship management skills.


Job type: W2 + benefits (medical, dental, vision, 401k, vacation, sick)

Location: Hamilton Square, New Jersey


Duties:

  • Provide support with proof reading and assisting in editing non-technical documents to ensure proper format, grammar, typographical accuracy, and conformance to procedural style. Prepare and draft correspondence, reports, bulletins and visual presentations. Maintain and update electronic and hard copy filing systems, current reference material/files, handbooks, shared files and manuals. Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
  • Provide assistance related to collecting and assembling cost data and processing payment application requests and programs. Review a wide variety of invoices, vouchers, and other miscellaneous paperwork.
  • Compile supporting documents to substantiate payment requests, ensures that payment requests comply with provisions of long term contracting and are within obligated spending limits prior to submission of payment.
  • Track various data elements, reports.
  • Review accuracy of documentation, compliance with regulations, and justification of vouchers, invoices, claims, statements and other requests for payment of goods and services; process program payment information; prepare for managers signature and forward completed document to financial management staff for payment.
  • Receive and assemble program applications and collecting producer eligibility information. Compile contract documentation including, but not limited to, conservation plans, maps, photographs, resource data and technical material.
  • Coordinate, arrange and assist with meetings, to include scheduling conference rooms, video teleconferences and audio set up for staff to prevent scheduling conflicts.
  • Act as the point of contact for internal and external customers. Assist with administrative support for office including but not limited to answering and directing phone calls, provide general support to visitors, preparing office mailings.
  • Assist Management and Strategies team with time tracker, travel file and travel arrangements, create and maintain supply inventory, support team with property inventory, maintain file room and provides support with records management and records dispositions.
  • Assist Program team with uploading monitoring reports.
  • Set up vendors with Financial Resources Specialist, assemble Accounts Payable packages, organize monitoring in excel, tax record look up for monitoring, organize mailings, upload Internal Controls documents, generate reports.
  • Organize files, letters, mailings.
  • Utilize a variety of computer hardware and software applications to manage work items including Microsoft Excel, Word, Access, Outlook, PowerPoint, Adobe Acrobat Professional, and agency specific web applications.


Requirements:

  •  5+ years experience in program support, executive assistant, or administrative assistant field.
  • Ability to effectively communicate both in writing and verbally.
  • Be flexible and able to quickly adapt to the dynamic and evolving operating environment.
  • Fully understand quality expectations and be continuous improvement oriented.
  • Be a team player and be willing to take ownership for the quality of services and work products delivered to ED/FSA.
  • Be proficient in the use of the Microsoft (MS) Office Suite (Word, PowerPoint, Excel and Outlook) software and other applications applicable to assigned support service area being worked in.
  • If necessary, be able to multi-task, yet be attentive to details.
  • Able to exercise independent technical and professional judgment in the area working.
  • Attentive to details

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