Field Office Assistant I (Eastern Region - Vermont)

DUTIES:  Places, answers, screens and redirects telephone calls.  Performs receptionist duties, receives visitors, determines need and directs accordingly.   Receives, opens, date stamps and distributes mail.  Prioritizes mail and handles routine requests when necessary.  Takes dictation of letters, memos, reports and other documents and transcribes using a typewriter or computer.  Proofreads for accuracy, grammar and punctuation. Duplicates and circulates documents accordingly.  Prepares APT forms, ensuring accuracy of EAF numbers and forwards for processing.  May maintain office petty cash and revolving fund accounts.  May prepare monthly bank reconciliation forms, write checks, balance accounting books, and submit Revolving Fund Reimbursement Reports. Maintains inventory and orders supplies. Makes hotel and airline reservations as requested.  Prepares travel itinerary and confirms all plans. Makes arrangements for conferences and organizing meetings. Assists in preparation of vendor control forms for submission for approval.  May serve as a liaison to vendors.  Receives, logs and forwards staff expense reports for approval.  Maintains postage meter machine. Establishes and maintains office files.  Maintains monthly and quarterly project reports.  Responsible for follow-up with staff on budget and recordkeeping needs. Maintains automated files for organizing and budgetary purposes  (includes entering new data, updating or modifying existing data and ensuring quality control of record entry). Runs various pre-established reports from budgetary and organizing files. From time to time, creates or modifies file and report formats.  Uses word processing software for letters, reports and basic leaflets.  Performs standard file maintenance to ensure that information is protected from loss.    Performs other assigned duties as required. 

REQUIREMENTS:  Background described would normally be obtained through a combination of high school graduation (or equivalent) and office experience, including the proficient use of software programs to provide the following knowledge, skills and abilities: knowledge of office equipment, such as copier, telephone and fax machines and other similar machinery;  knowledge of office practices and procedures; knowledge of grammar, spelling and punctuation to proofread and compose simple correspondence; proficiency in the use of word processing 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.  Extensive Microsoft Office experience preferred, with an emphasis on Excel and Access.  Relocation will not be offered.