Administrative Support - MS (3109)

Summary:

This position provides secretarial and administrative support to the Manager and the Mission Services Division leadership team.

Essential Duties and Responsibilities:

• Answers phones and takes messages, handles mail, and prepares other documents as requested by the Manager and leadership team in the Mission Services Division.
• Coordinates meetings and travel arrangements as needed.
• Assist with reconciling vendor invoices and payment vouchers.
• Check Mileage Expense Reports and Travel and Other Expenses Reports.
• Schedules meetings, takes minutes of these meetings (including Board and Committee meetings), and types the minutes.
• Maintain and update contract filing and keep track of assignment agreements and modifications.
• Develop attendance/service logs of participants (if applicable)
• Prepare, maintain, and store the department-required documents, such as Personnel Action Forms for new hires, transfers, termination, status changes, address changes, driver authorization documents, driving logs, etc., for the participants and department employees.
• Prioritize and organize all office procedures, reflecting the division's needs. Order, stock, and track office supplies, forms, etc.
• Maintains an inventory report of computers, phones, cube assignments, etc.
• Prepare, maintain, and store documents for destruction consistent with the Document Destruction procedures.  
• Create certificates for program or training completion and keep a tracking log of required training.
• Assist with special projects as assigned.
• Perform other duties as assigned, consistent with the department's needs.

Knowledge, Skills, and Abilities:

• Must always exercise discretion and confidentiality.
• Good written English skills are necessary to perform job duties.
• Must follow all safety procedures and correct safety issues, if possible. 
• Able to operate a computer and Microsoft Office software, including Word and Excel.
• Demonstrates responsible behavior, initiative, effort, and commitment toward completing assignments efficiently. 

Education and Experience: 

• High School diploma or college degree (A.A. + degree helpful).
• Secretarial schooling or equivalency preferred.
• The background should include word processing, document control, preparation of spreadsheets, graphs, and charts, desktop publishing, and presentation materials.
• Experience may be considered instead of education at the discretion of the Vice President of Mission Services.
• Excellent interpersonal and written communication skills.
• Computer literate. Excellent organization, communication, and interpersonal skills.
• Bilingual (English/Spanish, English/Creole) highly desirable.

Competencies:

To perform the job successfully, an individual should demonstrate the following competencies:

Problem-Solving: Identifies and resolves problems in a timely manner, develops alternative solutions, and uses reason even when dealing with emotionally charged topics.

Communication and customer services: Ability to read, write, and communicate effectively in English. Spanish/ French-Creole is a plus, but not required. Use terminology that is appropriate to the intended audience. Edit written work for spelling and grammar. Speaks clearly so others can understand. Demonstrates listening to and understanding information and ideas presented through spoken words and sentences, and getting clarification.

Mathematical Skills: Applying basic arithmetic calculations, fractions, percentages, ratios, and proportions to practical situations. Presents numerical data effectively.

Ethics: Maintains high standards of ethical conduct, exhibits honesty and integrity, and refrains from theft-related, dishonest, or unethical behavior. Works with integrity and maintains confidentiality.

Planning/Organizing: Prioritize and plan work activities, use time efficiently, and develop realistic action plans.

Commitment: Accepts responsibility and demonstrates responsible behavior, initiative, and tenacity; Works with minimal supervision and is dependable.

Professionalism: Follows all corporate and Occupational Safety and Health Policies and Procedures and responds to management directions. Maintain a professional demeanor with participants, staff, and other professionals. Project a positive image of Goodwill. React well under pressure and accept responsibility for one's actions. Follow through on commitments.

Work Quality: Demonstrates accuracy, completeness, and neatness. Seek opportunities to enhance and promote quality. Applies feedback to improve performance. Monitors own work to ensure quality.

Quantity of work: Produces the assigned amount of work in an efficient and timely manner.

Attendance/Punctuality: Report to work as scheduled and on time and remain on the job throughout regular work hours. Notify the supervisor of lateness, absence, or if an urgent reason for leaving work arises. Commit to long hours for work when necessary to reach goals; Complete tasks on time or notify supervisor of an alternate plan.

Teamwork: Works and interacts with others to accomplish overall group goals; solicits feedback to maximize results.

Safety and Security: Observe all safety and security procedures; report any safety deficiencies to your immediate supervisor. Uses equipment and materials properly. Knows what “Material Safety Data Sheets” are and where they are kept.

Personal Characteristic: Dress in appropriate business attire. Conduct yourself professionally, take the initiative, be dependable and accurate, and take pride in your work. Present a positive attitude toward work and avoid gossip or negative conversations about work or others.    

Physical Demands

An employee must meet the physical demands described here to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform those functions.

While performing the duties of this job, the employee is regularly required to stand, walk, talk, hear, use hands to finger, handle, or feel, reach with hands and arms, climb or balance, stoop, and crouch. Carry, push, and pull. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.