Administrative Assistant

4 weeks ago

Woodbridge, United States Prince William County Service Authority Full time

**Position Summary**:
**Hiring Range Min**

**Hiring Range Max**

**Minimum Requirements**
- Administrative Assistant I- $22.24- $28.16- Possess at least two years of experience performing general administrative work.- Administrative Assistant II- $25.38- $33.31- At least four years of progressively responsible experience performing more advanced administrative work.**MICROSOFT REQUIRED SCORING**

**WORD**

**POWERPOINT**

**EXCEL**
- Administrative Assistant I- 70 (Basic User Test)- 70 (Basic User Test)- 70 (Basic User Test)- Administrative Assistant II- 80 (Advanced User Test)- 80 (Advanced User Test)- 80 (Basic User Test)**The level an applicant will be considered is based on years of relevant experience and Microsoft Test scores. Chosen applicants hired in above the Administrative Assistant I will be required to meet Service Authority's Administrative Assistant Career Path requirements as specified in their offer letter and the career path.**

**Position Summary**:
**Position Responsibilities / Essential Job Functions**:
**Position responsibilities increase based on Administrative Assistant level. The list below reflects the responsibilities of an Administrative Assistant I. A complete list of duties for a Level II Administrative Assistant is available upon request.**
- Take proactive steps to relieve the administrative burden of those he or she supports.
- Perform data entry (i.e., work orders and requisitions) into Service Authority, division and/or department specific equipment and manipulates databases.
- Copy documents.
- Ensure maintenance of general office equipment.
- Answer phones, assess nature of call and process calls; and initiate calls as needed on behalf of supervisor, division and/or department to internal and external contacts.
- Greet, direct and assess visitors for priority and access to division and/or department staff and/or director or manager.
- Assess, track, monitor and/or process multiple incoming forms and/or time sensitive documents and ensure successful response, review, signature and/or other appropriate action.
- Maintain general paper and electronic filing system of director, manager and/or department (i.e., documents, records and correspondences).
- Maintain and update contact lists.
- Plan, organize and coordinate general and/or reoccurring meetings and small events for various group sizes including, but not limited to arranging space, inviting attendees, ordering refreshments, ensuring technological support.
- Track and manage general deadlines of director, managers and division and/or department, contracts and purchase orders.
- Maintain and order division and/or department supplies as needed (i.e., items from The Supply Room (TSR), letterhead, tissues, business cards).
- Review, process and distribute division and/or department incoming and outgoing mail; prepare and/or coordinate mailings of all sizes.
- Establish, manage and review general appointment(s), calendar(s) and schedule(s) for director or manager, and division and/or department.
- Communicate upcoming events, commitments, priorities and responsibilities to director or manager.
- Provide general backup coverage to other divisions and/or department administrative staff as needed.
- Handle and maintain the privacy and confidentiality of general matters.
- Prepare and arrange travel to include TTRF/TREC processing.
- Proactively coordinate and prepare business resources and materials for events and meetings.
- May be deemed essential at any time.
- Perform other duties as assigned.

**Essential Skills and Experience**:
**Essential Skills and Experience**:

- Possess and demonstrate basic and intermediate knowledge and proficiency of general programs including, but not limited to Microsoft Office Suite, Excel and Adobe Professional; and ability to learn basic and intermediate technical skills utilizing Service Authority software (i.e., SuccessFactors, LMS, JDE, ADP, CMMS, PolicyTech and Cayenta).
- Possess and demonstrate intermediate keyboarding skills.
- Possess and demonstrate general knowledge of modern office equipment and systems (i.e., phone, copy and fax machines), and practices and procedures.
- Possess and demonstrate general organizational skills.
- Possess and demonstrate the ability to draft, format, proofread and edit general business memos, reports, checklists, forms and/or letters.
- Possess and demonstrate thorough knowledge of standard business grammar, spelling and punctuation.
- Ability to assess, track, monitor and process multiple incoming forms and/or time sensitive documents; and ensure appropriate response, review, signature and/or other necessary action.
- Ability to maintain general office electronic/on-line and paper filing systems.
- Possess and demonstrate well developed organizational, planning and coordinating skills.
- Ability to plan and coordinate meetings and small events (i.e., invitations, room setup, technological support and refreshments).
- Possess and demonstrate accur

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