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Office Administration Specialist
2 weeks ago
Job Title:
Administrative Support
Job Description:
This role is responsible for providing comprehensive secretarial and administrative assistance to the Manager and the leadership team within the Mission Services Division.
Key Responsibilities:
1. Manage incoming calls, take messages, handle correspondence, and prepare documents as requested by the Manager and the leadership team in the Mission Services Division.
3. Assist in reconciling vendor invoices and processing payment vouchers.
4. Review Mileage Expense Reports and Travel and Other Expenses Reports.
5. Schedule meetings, document minutes (including those for Board and Committee meetings), and type the minutes for distribution.
6. Maintain and update contract files, tracking assignment agreements and modifications.
7. Develop attendance and service logs for participants when applicable.
8. Prepare, maintain, and securely store essential departmental documents, including Personnel Action Forms for new hires, transfers, terminations, status changes, address updates, driver authorization documents, and driving logs for employees.
9. Prioritize and organize all office procedures to meet the Division's needs. Manage inventory of office supplies and forms.10. Keep an updated inventory report of computers, phones, and workspace assignments.
11. Prepare, maintain, and securely store documents for destruction in accordance with Document Destruction procedures.
12. Create certificates for program or training completion and maintain a tracking log of required training.
13. Assist with special projects as assigned.
14. Perform additional duties as required, in alignment with the department's objectives.
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