Administrative Assistant

JOB SUMMARY:

To promote the mission of PATH to help individuals achieve a more independent and fulfilling life by being an effective team member and to provide administrative support to the Executive Office and PATH’s Board of Directors.

PHYSICAL DEMANDS:

Minimal in nature

QUALIFICATIONS:

High School Graduate or GED; 3 years increasingly responsible secretarial experience; Proficient in Microsoft Office Programs; Accurate typist, shorthand or speedwriting skills preferred. Responsible, dependable individual with the ability to work in a fast-paced office environment with multiple priorities. Must be able to work independently with minimal supervision and be a team player.

SPECIFIC DUTIES:
1. Provide administrative/secretarial support to the Executive Office and Board of Directors.

2. Answer telephones and act as receptionist for the Executive Office.

3. Upon arrival, retrieve work from CEO's Out Box and File Box. Review and prioritize this work as directed by CEO’s notations. Complete “Priority” work first. Complete other typing, distribution and scanning/copying work the same day as received unless otherwise noted by CEO or Office Manager. Continue to monitor CEO’s office throughout the day for any new work.

4. File all CEO’s TIC, Executive Staff Supervision, Board of Directors’ Filing, Licenses and Budget Book information daily in appropriate folders/binders.

5. Maintain a daily tickler file for the President/CEO and the Executive Office.

6. Manage all incoming mail for the Executive Office on a daily basis. Retrieve, open, sort, date-stamp, prioritize and distribute all mail. Notify CEO, COO and/or Office Manager of anything seeming particularly important.

7. Check/maintain paper supply for all office equipment (printer, fax, etc.) on a daily basis. Distribute faxes when received. Check printer and fax machine for any error messages. Attempt to resolve any minor issues (paper jams, etc.) and contact the Help Desk, if necessary, for additional assistance. Notify Office Manager or COO of any unresolved issues.

8. Manage an Electronic Filing System for President/CEO, COO and Executive Office for all documents and email correspondence as requested.

9. Type correspondence, reports, proposals, tables, charts, etc. for Executive Office in the designated format and in a timely fashion. Proof-read and spell check all work. Provide drafts of all typed documents to Office Manager for review and revise as directed.

10. Assist Office Manager with any special projects (scanning, copying, mailing preparations, miscellaneous typing, etc.) as requested.