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Administrative Assistant I
Job Number: 2018-31559Category: Administrative Support
Location: Shrewsbury, MA
Shift: Day
Exempt/Non-Exempt: Non Exempt
Business Unit: ForHealth Consulting
Department: Commonwealth Medicine - Disability & Community Service - W401950
Job Type: Part-Time
Salary Grade: 15
Union Code: Non Union Position-W00-Non Benefited
Num. Openings: 2
Post Date: Aug. 30, 2018
GENERAL SUMMARY OF POSITION:
Under the general supervision of the Administrator or designee, the Administrative Assistant I coordinates and performs a variety of confidential and complex administrative duties.
MAJOR RESPONSIBILITIES:
- Coordinate and perform complex and varied administrative tasks requiring independent action and the setting of priorities and procedures
- Prepare correspondence, memoranda, or reports. Type grants and correspondence for various faculties
- Organize information into spreadsheet format from data collection. Generate reports in preparation for analysis and graphical display
- Assist with the processing of payroll, personnel action, and other human resource related forms
- Record, prepare, and distribute minutes
- Perform data entry and generate reports
- Arrange travel logistics and coordinate schedules
- Completes travel advance and authorization forms
- Maintain travel records
- Submit voucher forms with appropriate receipts and information for reimbursement
- Process and track documents such as invoices, payments and requisitions
- Answer phones and screen calls. Provide information and respond to questions
- Greet visitors; ascertain their needs and provide information as required
- Maintain the appointment book. Schedule or arrange for conferences, meetings, interviews, appointments, or similar activities
- Review, sort, and file a variety of material. Set up and maintain filing system as needed. Provide information as needed
- Order and maintain office and other department supplies
- Open, review, and distribute incoming mail. Identify priority mail and route accordingly
- Answer routine correspondence
- Perform other duties as required
REQUIRED QUALIFICATONS:
- Associate’s degree in Business Administration, or equivalent experience
- 3 years of office, or related experience
- Proficient in Microsoft Office products: Word, Excel, PowerPoint, and Outlook
- Possess the organizational, verbal, written and interpersonal skills necessary to interact effectively with all levels of personnel
- Ability to prioritize and problem solve
SUPERVISION RECEIVED:
Under the general supervision of the Administrator or designee
SUPERVISION EXERCISED:
None
ENVIRONMENTAL WORKING CONDITIONS:
Usual office environment