Administrative Services Assistant

3 weeks ago

Nashville, United States Ohm Systems, Inc Remote Work Freelance Full time $22 - $28
Job Description:
  • Greet trainees as they enter the building, determine their needs, answer questions, and grant access to the training area.
  • Answer, screen, and direct inbound calls.
  • Assist with making copies, and preparing workbooks, and other materials for handout.
    Provide coverage for Training Officers when they are out of the office.
  • Assist Training Officer in preparing the classroom each day by ensuring a neat and orderly environment, ensuring snacks/water are stocked, and reporting maintenance issues.
  • Assist with managing agency schedules and updating them using Microsoft Excel.
  • Perform data entry into the Learning Management System (class attendance, roster creation, etc.).
  • Assist with training logistics and planning (for example: scheduling classes and meetings, ensuring room availability, assisting with travel arrangements, managing inventory and ordering supplies),
  • 30% of the time this position will assist with grant management work. This includes:
    • Preparing grant contracts (mail merging templates off Excell worksheet)
    • Reviewing documents for accuracy
    • Reconciling invoices for reimbursement
    • Maintaining notes
    • Saving email documentation
  • The position has the potential to turn into a permanent state employee position in the future.

Qualifications:Associate's Degree or Bachelor’s Degree preferred in any field of study. 
Candidates with at least seven years of experience providing administrative assistance, secretarial, office management, assistant management, or similar roles will be considered. 
Grant management experience is helpful, but we will train the right candidate. 

Skills:
  • Customer Service Skills – Ability to greet and assist visitors with a professional demeanor, manage customer inquiries, and provide general support with a focus on excellent service.
  • Communication Skills – Strong verbal and written communication skills
  • Organizational Skills – Proficient in managing schedules, planning logistics, and handling multiple tasks simultaneously.
  • Technical Skills - Must be proficient with Microsoft Word and Excel
    Problem Solving Skills – Must be able to identify issues and implement or suggest solutions. 
  • Initiative and Independence – Capable of working independently to manage time effectively, prioritize tasks, and take initiative especially when the Training Officer is unavailable. 


About Ohm Systems, Inc:

Ohm Systems, Inc. specializes in IT and Healthcare staffing services, dedicated to linking highly skilled professionals with our public and private clients across the United States. Our track record showcases our commitment to delivering outstanding staffing and consultancy solutions to our clients. We prioritize diversity and inclusivity and take pride in being an employer that promotes equal opportunities and affirmative action. Our goal is to foster an inclusive work environment that embraces individuals from all backgrounds, irrespective of their gender, race, or orientation.

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