Duties Description As an Administrative Assistant 1, you would ensure the efficient operation of an office by performing a wide range of administrative tasks related to correspondence, files, and calendar management; work coordination; customer service; fielding of questions; information gathering; and compilation of reports. Specific duties may include, but are not limited to, the following:
• Prepare correspondence, reports and other documents utilizing software such as Microsoft Office.
• Set up and manage paper and electronic filing systems.
• Create, maintain, and enter information into databases.
• Maintain scheduling and event calendar. Schedule and confirm appointments for clients, customers, or supervisors.
• Complete forms in accordance with agency procedures.
• Review work done by others to check for correct spelling and proper grammar, ensures that office format policies are followed, and recommends revisions.
• Make copies of various documents, place them in proper files, and distribute them to appropriate staff.
• Open, review, sort and distribute the mail in accordance with staff assignments. Review incoming correspondence and establish follow-up deadlines.
• Respond to incoming calls, respond to questions concerning policies or procedures, and refer calls to appropriate staff member for technical information.
• Maintain inventory of office supplies and arrange for office equipment maintenance and service.
• Perform other clerical and secretarial duties as necessary.