Position Description – Administrative Assistant

POSITION DESCRIPTION
Position Title:	Administrative Assistant	FLSA Status: Non-exempt
Reports to:	Director of department
Department:	Various
Date Prepared:	June 2005

BASIC FUNCTION

The Administrative Assistant handles clerical work for the department and is often the initial contact in the department. The incumbent maintains records and handles all walk-in and telephone requests for the department.

NATURE & SCOPE

The Administrative Assistant reports to the director of the department for which he/she works. The director assigns most work, and the job has detailed rules, instructions, and immediate supervision. Instructions usually specify in detail the sequence and timing of tasks to be followed. The incumbent is not responsible for the supervision of any other employees.

Attention to detail is an important trait for the person in this position. Many tasks must be completed in a precise manner, and small mistakes in details can have a large affect on the outcome of the work. The incumbent must be able to transfer this attention to detail to all aspects of the position.

Often, multiple tasks will arise simultaneously for the Administrative Assistant. He/She must be able to make decisions as to which task takes priority and act accordingly. In addition, he/she must be able to switch focus between tasks as necessary without compromising work quality. Again, attention to detail is helpful.

The incumbent acts as a liaison for the department to outside constituents. Thus, the Administrative Assistant must have superb customer relation and interpersonal communication skills. These contacts will often associate their view of the entire department with the Administrative Assistant, so it is important that he/she remember this and act accordingly.

The incumbent must be task oriented. The Administrative Assistant is responsible for all clerical duties for the department office, and tasks must be completed in an efficient and resourceful manner.

Position Description – Administrative Assistant

PRINCIPAL ACCOUNTABILITIES

Ø Assists visitors with requests

Ø Answers the telephone for the department and assists callers as necessary

Ø Maintains records for the department

Ø Maintains control of the inventory of the department

Ø Submits work orders

Ø Manages the daily affairs of the office

Ø Handles all other clerical work of the office

BUDGETARY RESPONSIBILITIES

The Administrative Assistant maintains records of all sales and purchases and balances accounts. The incumbent has no responsibility in making budget allocation decisions.

SPECIALIZED KNOWLEDGE AND EXPERIENCE REQUIRED

This position requires four years of high school or a GED equivalent and generally little experience. Basic computer skills and proficiency in Microsoft Office are required.