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Bill Dickey Scholarship Association Administrative Assistant

E:mail: andrea@bdscholar.org

ADMINISTRATIVE ASSISTANT
JOB DESCRIPTION

SUMMARY:

The Bill Dickey Scholarship Association Administrative Assistant reports to the Executive Director and is responsible for performing a variety of administrative and staff support duties for the organization, which requires a range of skills and knowledge of organizational policies and procedures. Assists and directs visitors, and resolves administrative problems and inquires; composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents.

DUTIES AND RESPONSIBILITIES:

• Coordinates and performs a range of staff and/or operational support activities for the organization; serves as a liaison with other companies/non profits in the resolution of day-to-day administrative and operational problems.
• Provides administrative/secretarial support for the office such as answering telephones, assisting visitors, and resolving and/or referring a range of administrative problems and inquires.
• Operates personal computer to compose and edit correspondence and/or memoranda from dictation, verbal direction, or from knowledge of established organizational policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings.
• Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities for the Executive Director which may include coordinating travel and lodging arrangements.
• Prepares or assists with the preparation of scheduled and/or ad-hoc statistical and narrative reports; performs basic information gathering and analysis and/or forecasting, as specifically directed.
• Assists Executive Director in problem solving, project planning, and development and execution of stated goals and objectives.
• Administrative Assistant will post, balance, monitor and reconcile monthly ledgers, budgets, and financial reporting system reports; may prepare drafts of budget planning documents (may serve as book-holder and/or paymaster; may manage petty cash disbursements and reconciliation’s).
• Establishes, maintains, and updates files, databases, records, and/or other documents; develops and maintains data, and performs routine analyses and calculations in the process of data for recurring internal reports.
• Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of routine written inquiries.
• Requisitions supplies, printing, maintenance, and others services.
• Leads and trains lower graded staff and/or student employees, as required.
• Performs miscellaneous job-related duties as assigned.

MIMIMUM JOB REQUIREMENTS:

A minimum of at least two (2) years of experience that is directly related to the duties and responsibilities specified.

KNOWLEDGE, SKILLS, ABILITIES REQUIRIED:

• Skilled in Microsoft Suites Applications: Word, Power-point, Excel, Outlook Internet
• Knowledge of general accounting principles.
• Database management skills.
• Ability to gather and analyze statistical data and generate reports.
• Receptionist skills.
• Ability to maintain calendars and schedule appointments.
• Ability to create, compose, and edit written materials.
• Ability to make administrative/procedural decisions and judgments.
• Ability to record and transcribe meeting minutes.
• Ability to gather data, compile information, and reports.
• Word processing and/or data entry skills
• Organizing and coordinating skills.
• Ability to analyze and solve problems.
• Knowledge of supplies, equipment, and/or services, ordering and inventory control.
• Ability to communicate effectively, both orally and in writing.
• Records maintenance skills.

DISTINGUISHING CHARACTERISTICS:

Position Requires: a) performing interoffice administrative coordination, routine bookkeeping transactions, internal tracking of documents and travel arrangements including travel vouchers; b) creating and maintaining computer databases; c) using discretion and making administrative judgments based on existing operation guidelines to resolve day to day operating issues; d) gathering and analyzing statistical data in order to create and prepare routine and ad-hoc reports and correspondence; and e) utilization of word-processing, spreadsheets and database applications to manipulate and format correspondence/data.

WORKING CONDITIONS AND PHYSICAL EFFORT:

• Work is normally performed in a typical interior/office work environment.
• Very limited physical effort required.
• Very limited exposure to physical risk.
• Some travel may be required.

• Location: Phoenix and Surrounding Areas
• Compensation: Currently, the compensation is negoitable based on skills. Please e-mail resume if interested.
• This is at a non-profit organization.
• OK for recruiters to contact this job poster.
• Please, no phone calls about this job!
• Please do not contact job poster about other services, products or commercial interests.