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Office Assistant III, Organizing and Field Services
DUTIES: This position provides general office and clerical assistance, using some independent judgment. Has knowledge of Microsoft Office Suite, as well as experience in an office environment. Executes multiple tasks simultaneously and meets required deadline. Requires minimal supervision. Prepares travel arrangements and maintains schedules for the Director and/or management personnel. Prepares correspondence, reports and other office forms from draft to final form, paying attention to details, proofreading for accuracy and editing, when necessary. Prepares and/or receives confidential documents, using discretion. Prepares routine or simple correspondence, with attention to grammar and punctuation. Reviews and processes correspondence from President’s office and enters information into database. Upon Directors’ review, forwards letters to appropriate field manager, as directed. Closely tracks and monitors time-sensitive correspondence from field managers, distributing letters, when required, and closes file upon resolution. Maintains and prepares simple to complex reports in spread sheet applications such as Access, Excel and Word. Produces letters for mass mailings with Excel and Access databases using Mail Merge. Occasionally, creates, formats and/or alters PowerPoint presentations to meet specific needs. Works with Administrative Assistant and Conference and Travel Services staff by coordinating and following up on details and logistics of current and upcoming events. Prepares materials for trainings, such as stuffing binders, producing tents and badges, packing supplies and mailing boxes to training site. Reviews correspondence and reports, and determines what information should be cross-filed. Sets up new files and processes files that require archiving. Handles routine requests for information, screens calls, routes calls and takes or delivers messages. Proficiency of office equipment. Prepares attendance in the absence of the Administrative Assistant. May be required to perform other duties, as assigned. REQUIREMENTS: High school graduate or equivalent and three to five years of office support experience plus general knowledge of office and organizational procedures or any combination of education and experience. Thorough knowledge of the MSOffice suite – Word, Excel, and Access; The ability to use email including the calendar program. Basic knowledge of office equipment such as reproduction, telephone and fax machines; knowledge of office practices and procedures; knowledge of grammar, spelling and punctuation to proofread and compose correspondence; proficiency in the use of word processing, database and spread sheet software; ability to perform simple mathematical computations; ability to type 40 - 45 wpm; communication skills sufficient to exchange routine information; and ability to establish and maintain effective working relationships with employees. |
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