Administrative Assistant

GENERAL SUMMARY:This position is responsible for performing general tasks for the Veterans Education and Employment Director, in support of their Commission, Committees and Division.ESSENTIAL FUNCTIONS:Office Administration:Serve as receptionistGreet visitors and point them in the right direction, answer inquiries, and create a welcoming environmentScreen phone calls, redirect calls, and take messagesReceive deliveries; sort and distribute incoming mailOrganize and schedule meetings and appointmentsMaintain calendars and invitationsMaintain contact listsCoordinate on-site, virtual and other meetings/eventsProduce and distribute correspondence, such as memos, letters, emails, invoices, reports and other correspondencePrepare, dispatch and archive correspondence and meeting minutesAssist in the preparation of regularly scheduled reportsCreate and maintain filing systems, both electronic and physicalProcess citations and certificatesManage accounts and perform bookkeepingOrder office supplies; create purchase requestsPrepare the monthly credit card and travel expense reportsDistribute payroll and payable checksPrepare and facilitate IT equipment and help desk requestsEnsure operation of office equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniquesMaintain office supplies inventoryDetermine inventory level; anticipate needs; place orders; and verify receipt of purchasesShip brochures/pamphletsTravel Arrangements:Coordinate airline, hotel and other required reservationsPrepare travel requestsEvents (National Convention, Washington Conference, Spring/Fall Meetings):Prepare invitations, agenda, reports, etc., in connection with eventsArrange logistics (transportation, on-site points of contact, schedule, etc.)Communicate with participants to coordinate details and gather required informationTravel in support of the organization, as requiredPerform other duties as assigned.REPORTING RELATIONSHIP (reports directly to): VE&E DirectorMINIMUM SKILLS REQUIRED FOR ESSENTIAL FUNCTIONS:Education/Technical Knowledge:High school diploma or equivalent; college degree preferredAdditional Skills Needed:Proficient in Microsoft Office software (Outlook, Word, Excel, PowerPoint, Teams, etc.)Knowledge of office management systems and proceduresExcellent time management skills and ability to multi-task and prioritize workAttention to detail and problem-solving skillsExcellent written and verbal communication skillsStrong organizational and planning skillsExperience:3 years up to 5 years