Administrative Assistant - #253128

UMOS, Inc.


Date: 2 weeks ago
City: McAllen, TX
Contract type: Full time
Job Details

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.

Qualifications

  • 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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