Administrative Assistant - #178896
UMOS, Inc.
Date: 1 week ago
City: McAllen, TX
Contract type: Full time
Job Details
Description
Essential Duties and Responsibilities:
Description
Essential Duties and Responsibilities:
- Is required to use a variety of office equipment, such as the fax machines, photocopiers, scanners, and videoconferencing and be able to use several types of telephone systems along with email programs.
- Will coordinate and perform administrative activities and support by storing, retrieving, and integrating information for dissemination to staff and clients, answers and relays calls and messages, with follow-up to recipient in a professional manner.
- Open, sort, and distribute incoming correspondence, including faxes and email and schedule and coordinate meetings, appointments and travel arrangements for managers or supervisors.
- Receives visitors and program applicants/participants in a customer-oriented manner, gives program information to callers and visitors and directs to appropriate staff member.
- Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies and verifying receipt of supplies.
- Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques.
- Will assist with negotiating with vendors on office equipment and/or supplies.
- Maintains workflow by studying methods, implementing cost reductions, and developing reporting procedures to resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
- Creates and revises office systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and maintain HR files.
- Prepares and modifies documents including correspondence, reports, drafts, minutes, contracts, memos, emails, and other documents as requested.
- Maintains financial records, files, receipts; tracks invoices, billings, program data such as performance indicators, mailing lists, as well as other office records.
- Assists in coordination of planned activities, workshops, conferences, travel arrangements, venue arrangements.
- Provide technical assistance, training and support to fresh staff as needed.
- Attend meetings, conferences, workshops, and performs special projects and other related duties as assigned.
- Two years of vocational trade or equivalency supplemented by 2 years of college level work or equivalent experience of at least 2 years.
- Demonstrated ability either through education and/or experience, knowledge of corporate office protocol and customer service-oriented practices and procedures.
- Demonstrated ability to speak clearly, pleasantly, and courteously, and must possess good listening/comprehension skills.
- Must possess good organizational skills; be able to digest program facts and interpret them to visitors and applicants for services.
- Knowledge and experience in recent computer software, word perfect/Microsoft Word, excel, with demonstrated ability to type minimum of fifty words per minute.
- Bilingual Spanish speaking preferred.
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