Administrative Assistant I

Administrative Assistant I

Perform a broad scope of administrative responsibilities to facilitate the smooth and efficient functioning of the administrative office for the Corps including routine typing, filing, and photocopying of reoccurring correspondence, reports, forms, lists, logs, records etc. under close supervision of an immediate supervisor; serves as the initial face/voice of the Corps; greets and announces visitors and clients; answers the telephone handles facility rental inquiries and provides general information regarding the relevant department operations and/or services; processes incoming and outgoing mail. Ensure the accomplishment of the various office tasks in the most efficient and effective manner possible. Ensure office operations are in compliance with established departmental policies and procedures. As a member of the Administration team, may occasionally cross-cover duties, including relaying paperwork or messages to the appropriate staff member and occasional driving as need arises. Key Responsibilities

Answers telephone in a courteous and tactful manner; transfers calls to the appropriate destination; provides accurate and complete information regarding the operations and/or services; attempts to resolve complaints in a calm, courteous, and tactful manner. Receives, greets, and announces visitors in a courteous and tactful manner; offers assistance to callers and visitors by answering questions and providing instructions and referrals; screens sales representatives soliciting to The Salvation Army. Receives, responds to, and assists people requesting social service assistance. Notifies appropriate personnel when visitors or clients have arrived. Monitors General Voicemail, forwarding voicemails to appropriate staff member, and/or write out message in phone logbook note and passing to intended recipient. Records appropriate message for answering machine to be used on holidays/special events. Records meeting minutes and distributes them to all concerned with accuracy and timeliness. Performs routine typing of standard departmental documents, cards, and labels with little or no deviation from established methods and procedures; proof-reads documents for accuracy and completeness before completing one project and going on to another project. Prepare, maintains, and updates office records, documents, logs, lists, files, purchase orders, etc.; inputs and updates information in computer database; research office files to locate specific information found in documents, correspondence, lists, forms, computer records, etc. Skills, Knowledge and Expertise

Serves as the primary point of contact for all facility rental inquiries, responding to calls, emails, and in-person requests. Maintain detailed records of facility rentals, contracts, payments, and client communications. Accurately records and transcribes team and staff meeting minutes; updates calendars for the Corps; Keeps Corps staff calendar board updated with vacation, furlough, special events etc.; checks and responds/communicates voice messages for the Corps Officers and general Corps operations daily. Oversees the organization of and maintains the order of copy room and employee break room. Oversees the office supply inventory and communicates shortages to Corps Officers. Maintains the neatness and attractiveness of the reception area to include monitoring hospitality items (coffee, creamers, and condiments, etc.)ensuring they are adequately available/stocked. Records and updates statistical information; ensures the accuracy and completeness of the same. Performs routine filing and retrieving of a variety of correspondence, forms, cards, records, reports, and documents; sorts and files documents alphabetically, numerically or by any other established filing system; maintains and utilizes a bring-up filing system; ensures the files are maintained in an organized and efficient manner. Photocopy and/or shred a variety of items including correspondence, forms, reports, and documents. Assists other department personnel in performing administrative, receptionist, clerical and secretarial activities as needed. Uses a template to prepare "Thank You" letters for donors and helps to count weekly collections from the Corps meetings and other collections as needed. Accounts Receivable & Payable (30%) Receives, records, and deposits cash receipts; prepares daily tabulations and reports of cash receipts. Prepare and process one or more of the following financial documents: invoices, billings, purchase orders, requisitions, checks, check requests, tax reports, payments and/or deposits; reviews and verifies the same for accuracy and completeness. Upload all Accounts Payable and Receivable to Regional Accounting folders on SharePoint. Ensure appropriate staff remain aware of account balances; opens new account files and closes terminated account files in accordance with established procedures. Prepare correspondence regarding the status of accounts and responds to account inquiries; ensures all correspondence is prepared in a professional and tactful manner. Education and Experience

High school diploma or G.E.D. required supplemented by additional secretarial courses preferred; two (2) years of experience working in a social or public service environment with experience assisting the public; two (2) years of experience of accounting and bookkeeping responsibilities; OR any equivalent combination of training and experience which provides the required knowledge, skills, and abilities. Licenses and Certifications State Driver's License, required. About Anne Arundel Workforce Development Corporation (AAWDC)

AAWDC is a nonprofit corporation that provides innovative, high-quality workforce development services to Anne Arundel County businesses and residents. We are the bridge between understanding the workforce and talent development needs of local and regional businesses and preparing individuals to meet their full career potential. Our Business & Industry Solutions team provides various services to the local business community, and one of them is recruitment assistance. Therefore, the job postings in this section are not directly associated with our organization; instead, they are featured here as a service for one of our business partners. Our Hiring Process

Stage 1: Applied Stage 2: Review Stage 3: Referred to Business Stage 4: Interview Stage 5: Hired