Anne Arundel Workforce Development Corporation (AAWDC)
Administrative Assistant I
Anne Arundel Workforce Development Corporation (AAWDC), Annapolis, Maryland, United States
Job Description
Job Description Description
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.
Job Description Description
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.