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Administrative Assistant

Department: Finance & Administration
Reports to: Executive Assistant, Finance & Administration
Revision Date: July 2010
Other: Part Time, Non-Exempt, Grade 2, $16.00 per hour 

Position Summary:
The position will report to the Executive Assistant in F&A and is part time 20 hours per week. The Administrative Assistant provides administrative support to F&A managers and staff as needed and defined. This position includes a variety of administrative responsibilities. The person in this position is also a member of the Support Staff.

Summary of Responsibilities:

  • Responsible for operating tools used for creation of electronic files or archives.
  • Responsible for preparing, scanning, and quality checking of documents/images being converted to electronic digital format.
  • Ensures proper transferring  and indexing of images.
  • Troubleshoots and makes adjustments to equipment when necessary.
  • Responsible for driving assigned department projects (i.e. projects supporting our organizational initiatives and goals, etc.).
  • Provides administrative support for department staff.
  • Assists in setting and preparing for internal/external meetings, and general meetings.
  • Assists with departmental and organizational events as required and defined.
  • Manages department information needs, reports and data as required.
  • Managing of correspondence with key volunteers and outside contacts.
  • Duties include typing and/or composition of letters, memos, meeting notices, creation of forms, proofreading documents, organizing materials, sorting/distribution of mail and processing of check requests.
  • Handles all other general administrative items to include; making copies, filing (electronic and paper), maintaining contact and calendar information and other as defined.
  • Participating member of the Support Staff team, including providing breaks and lunches, and planned and unplanned time off as needed for the front desk, handling room request mailbox and creating front desk coverage schedule when Receptionist is out.
  • All other duties as defined.

Knowledge, Skills, and Abilities Requirements:

  • High School graduate or equivalent
  • One plus years or more in an office environment.
  • Previous scanning or data entry position a plus.
  • Experience with scanning business documents or high speed scanning operations.
  • Some experience with document management systems.
  • Must be comfortable in a systems environment with the ability to learn as needed.
  • Attention to detail.
  • Ability to work independently.
  • Ability to understand and follow oral and written directions.
  • Demonstrated independent thinking and ability to connect the big picture in day to day work and projects.
  • High level of initiative and follow-up with minimal supervision required.
  • Strong demonstrated ability to prioritize and manage time and tasks in order to meet strict deadlines and work in a fast-paced and ever changing environment.
  • Must be quick, a self starter, possess ability to look ahead and take charge of a situation.
  • Strong communication skills, both written and interpersonal, including conflict resolution.
  • Exceptional attention to detail.
  • Team player who is able to maintain appropriate relationships and provide excellent service with staff and external customers.
  • Must display high energy and drive in everyday work and completion of assignments.
  • Demonstrated ability to work and function with confidential information and data.

Technical Knowledge, Skills, & Abilities Requirements:

  • Excellent typing of 50 wpm and word processing skills.
  • Computer literate with strong knowledge/experience in current Microsoft Office applications specifically Outlook, Word, Excel and PowerPoint.
  • Ability to use the Internet and have a proven ability of working in a systems environment, with ability to learn and use new software and systems as required.
  • Required to sit, use hands to handle, feel and reach with hands and arms, must frequently lift/move boxes up to 25 pounds.

Other Requirements:

  • Ability to work hours outside the standard 8:00 AM to 5:00 PM timeframe and to travel, if necessary.
  • Valid Arizona driver’s license, proof of automobile insurance, and daily access to personal vehicle.

Resume & Cover Letter Submitting Options:

Email staffing@vsuw.org Please attach your information as an MS Word document, .pdf file or plain text document. Cover letter is advised.

If you have questions, please email us at staffing@vsuw.org. No phone inquiries please. For more information about us, visit www.vsuw.org. VSUW is an E.O.E. if interested, please submit information by Tuesday, 7/20/2010.