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Provide consultation to the Director and Assistant Director on departmental operations.
Respond to telephone inquiries, manage voicemail, and maintain telephone logs.
Respond to work orders, prioritize requests, and direct maintenance staff.
Perform data entry into systems.
Maintain kitchen inventory and ensure compliance with policy and regulatory requirements.
Prepare and maintain all office and records as per agency requirements.
Initiate contact with or respond to outside agencies.
Coordinate and order necessary department supplies.
Advise new departmental staff on policies, work standards, and schedules.
Maintain office equipment and requisition repairs.
Schedule meetings, appointments, and maintain the office calendar.
Organize and coordinate training programs for departmental staff.
Administer the office petty cash program, including record keeping and replenishment requests.
Maintain a system for filing and reconciliation of bills.
Maintain good working relationships with staff members.
Prepare expense reports.
Collect, maintain, and prepare statistical data and reports.
Prepare time cards for the department.
Manage word processing of letters, reports, and other documents.
Proofread letters, reports, and other documents.
Prepare reports for internal and external distribution, photocopy, and assemble materials.
Attend meetings as assigned.
Attend annual in-service as required or mandated.

Bachelor’s Degree or Associate Degree with a concentration in Secretarial Science/Business and 5 years administrative experience.
3 years administrative experience.
2 years’ experience with budgeting and facilities management.
Ability to accurately type 30 wpm.
2 years’ experience with Microsoft Office and Excel.
Ability to speak, read and write English.
Bilingual preferred.
Must possess sight and digital senses or prosthetics that will enable the essential functions of the job to be completed.

Administrative Assistant at Vocational Instruction Project

Administrative Assistant