Administrative Assistant

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  • Location: Memphis , Tennessee |
  • Type: Temp |
  • Job #242923 |

General Summary Provides a wide variety of administrative services for one or more functional groups. Implements administrative systems procedures policies and administrative projects.Essential Job Functions ? Organizes office workflow and provides administrative support to assigned staff. ? Organizes and maintains filing systems and records and prepares accurate reports summaries and tabulations from such data. May be exposed to sensitive information and maintain confidential files and records. ? Maintain directories and manuals. ? Set up and maintain tickler/action filing system. ? Set up maintain archive administrative work stored in desktop PC. ? Identify and prepare files for permanent storage. ? Conducts subject research as necessary to complete special projects and report assignments. ? From written or oral instructions prepare presentation graphics as specified by supervisor. ? Maintains operational procedures relative to administrative activities and workflow within the department. ? Controls mail and assures timely staff response; may send form letters. Coordinates personnel and administrative forms for the office and forwards for processing. Determines which requests should be handled by the supervisor appropriate staff member or other offices. ? Reviews outgoing materials and correspondence for internal consistency and conformance with supervisor?s procedures; assures that proper approvals have been obtained when needed. ? Performs administrative duties as necessary including typing dictation Computer generated presentations etc. ? Clerical tasks range from routine to moderately difficult. Has knowledge of established practices policies and procedures. Responds to routine telephone requests which have standard answers; refers calls and visitors to appropriate staff. Set up conference calls and send and receive audix messages. ? Requisitions supplies office equipment maintenance telephone or other services. Arrange for visitor access to building and greet visitors. Arrange for tours of facility. Arrange travel for department. Prepare and process necessary paper work/forms and route for proper approval. ? Reviews materials prepared for supervisor?s approval for typographical accuracy and proper format. Enter data into pre-existing database coordinates large mailings. ? Assists manager in all administrative projects. ? As instructed maintains staff calendars makes appointments and arranges for meeting rooms. Schedules appointments based on manager/department personnel instructions.OTHER JOB FUNCTIONS 1. Perform other related duties as required SCOPE OF POSITION RESPONSIBILITIES For Internal and External Relationships Extensive internal and external contact.REQUIREMENTS EDUCATION/EXPERIENCE High School diploma plus some post secondary education or equivalent. Must have excellent communications skills and be able to interface with managers in all departments and levels. Requires high-level skill in the performance of secretarial support and operational functions. Requires considerable ability to adhere to prescribed routines and practices; compose effective and accurate correspondence; and deal with routine matters such as special projects with minimum specific instructions. Requires the ability to work independently in carrying out assignments to completion. Personable Energetic Responsive Confident and Honest. COMPUTER SKILLS ? Excellent PC applications skills to include proficiency in various software such as spreadsheets databases and word-processing. (Preferably MS Word Excel MS Outlook Internet Explorer etc.) ? Ability to learn job related tasks as specified.

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