Administrative Assistant Job at Abacus Service Corporation in Arlington

Department

Administration

Title of Position

Administrative Assistant (temporary)

Brief Description

The purpose of this position is to provide advanced administrative and clerical support to a respective department, managerial staff and/or director. This is accomplished by providing customer service to the agency membership, public, and staff; processing information; organizing committee, public, and staff meeting activities; coordinating travel arrangements; implementing records management services; and coordinating special events. Other duties may include coordinating work assignments of others and serving as a departmental representative.

Essential Functions

• Provides customer service to the agency membership, the public, and staff by greeting visitors, answering telephone calls, fielding questions, taking and forwarding messages, and directing requests to appropriate individuals.
• Maintains staff and/or departmental calendars; orders, maintains, and distributes departmental supplies.
• Provides back‑up support to other administrative staff and develops effective communication with managerial staff, executive staff, and outside agencies.
• Processes information using word processing, presentation, scheduling, database, spreadsheet, publishing and web software; opens and distributes mail; collects and summarizes data; designs and maintains databases.
• Researches records; composes, proofs, edits, formats, copies, faxes, scans, assembles, and distributes various documents and correspondence; updates and maintains manuals; prepares and distributes confidential and sensitive documents; creates newsletters, press releases, brochures, and graphics; formats and posts items on the agency Internet and intranet.
• Organizes committee, public, and staff meeting activities by maintaining committee and board membership information; tracking attendance; arranging meeting schedules; assisting in agenda development; coordinating mail‑outs; creating visual presentations; attending meetings; taking, transcribing, and summarizing minutes; reserving meeting rooms and AV equipment; posting public meeting notices; coordinating refreshments and meal service; collecting receipts and reconciling accounts.
• Coordinates travel arrangements by communicating with individuals, following federal, state, or agency regulations regarding per diem and expenditures; reserves flights, hotels, and ground transportation; prepares itineraries; registers individuals for events; prepares travel approvals, payments, and reimbursements; reconciles expenditures; drafts documentation as needed.
• Implements records management services by maintaining paper and electronic files for easy access and retrieval; advises staff on labeling, storage, and destruction procedures; provides additional services as needed.
• Coordinates special events by locating venues; securing accommodations and equipment; interfacing with vendors, facility staff, and presenters; monitoring registration and check‑in; issuing certificates; summarizing evaluation forms; invoicing attendees and collecting payments.
• May coordinate work assignments of others by providing training, monitoring and overseeing work products, prioritizing workloads, and interpreting regulations, policies, and procedures.
• Serves as a departmental representative by attending conferences, public meetings, special outreach events, and other NCTCOG functions; assists with display booth setups; responds to general inquiries from attendees.

Job Requirements

• Formal Education / Knowledge: Six months to one year of advanced study or training beyond high school equivalency in a vocational, administrative, or technical field. Junior college, vocational, business, technical, or correspondence schools are typical sources.
• Experience: One to three years of related work experience.
• Certification and Other Requirements: Valid state driver’s license.
• Reading: Intermediate level—capable of reading and comprehending papers, periodicals, manuals, dictionaries, thesauruses, and encyclopedias.
• Math: Intermediate level—ability to use fractions, percentages, ratios/proportions, and measurement.
• Writing: Intermediate level—capable of preparing reports, business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar.
• Managerial: Adheres to specific procedures, determines priorities, organizes work, and makes discretionary decisions within established guidelines.
• Budget / Financial Responsibility: None.
• Organizational Control: Occasional direction of assistants, seasonal employees, interns, or temporary employees.
• Complexity: Requires analysis and judgment in diverse duties; independent thinking within policies and precedents.
• Human Relations Skills: Regular contact with individuals; ability to provide advice on specific issues and policies.
• Technical Skills: Comprehensive practical knowledge of a technical field with analytical judgment and decision‑making in the agency environment.