Administrative Assistant - TEC Core

Under the general direction of the TEC Core Program Manager, the Administrative Assistant provides a full range of clerical and administrative support services, including: coordinate and arrange meetings, including space and audiovisual reservations, and preparation of meeting materials; maintain and update organizational contact lists; maintain filing systems, prepare correspondence and other program records, as requested; data entry, as requested; order and maintain supplies; prepare reports, as requested; may prepare request for payment to vendors, activity reports, travel requests, and travel claims; receive incoming business calls; travel to meetings and training sessions, as requested; take meeting notes and produce minutes, create graphic informationals, and other duties as needed.

Summary of Duties:
• Perform Data Entry, Photocopying and Scanning
• Basic Clerical Duties Including Taking Memos, Filing, Organizing Documents
• Schedule Conference Calls and Prepare Materials for Meetings • Handle Potentially Confidential Information
• Help Plan Events, Meetings and Special Projects

Qualifications

Minimum Qualifications:

Associate or higher or have a minimum of three years of clerical office experience.

Mandatory Minimum: High School Diploma and 1 plus years’ experience in office/clerical field

Knowledge / Special Skills:

Must have computer skills and demonstrate aptitude of Microsoft Suite, Google Forms, Adobe Acrobat, and Canva and usage of general office equipment.

Specialized Skills and Experience:

For this position, attendance and punctuality are imperative. In order for the organization to function, the administrative assistant, in completing receptionist duties, must be at his or her workstation during regular business hours or have a plan in place for times of absence.
Must demonstrate exceptional computer skills, and oral and written communication skills; organizational skills with high levels of attention to detail, presentation skills; decision making and time management skills; excellent problem solving skills; ability to prioritize multiple projects; self-motivation skills; work effectively under pressure; ability to build positive work relationships, both internally and externally; ability to interact professionally with the public; must have the ability to maintain confidentiality.
The selected applicant should be able to demonstrate the ability to carry out the following specialized duties and activities:
• Filing system development and protocol
• General workplace professionalism including dress and communication
• Work with little direct supervision
• Must be able to manipulate data (creation of files, pivot tables, functions, etc.)
• Able to quickly learn new software programs

Competencies:

Teamwork, effective communication, planning and organizing work, initiative, and problem solving. Basic computer skills, a general understanding of public health, and willingness to develop data skills and learn new software programs.

Supervisory Authority

Non-Supervisory position.

Travel: In and out of state travel will be required in the fulfillment of job requirements and training.

Equal Employment: Except for Indian Preference, consideration will be made without regard to any non-merit factors such as race, color, religion, sex, sexual orientation, national origin, politics, disabilities, marital status, age, membership, or non-membership in any employee organization.

Reasonable Accommodations: Reasonable accommodations will be made for qualified applicants or employees with disabilities, except when so doing would impose an undue hardship on the SPTHB.

Conditions of Employment: 1. Full-time grant funded appointment (Subject to grant continuation); 2. Applicants must possess and maintain a valid driver’s license; 3. Climbing, walking, standing, bending, and occasionally long hours. 4. In and/or Out-of-State travel may be required.