Title Administrative Assistant
Location Hopkinsville
Job Information

ADMINISTRATIVE ASSISTANT, Regional Office

REPORTING/COORDINATING RELATIONSHIP: Executive Assistant

SUPERVISORY RESPONSIBILITIES: N/A

PRIMARY RESPONSIBILITIES:

The primary assignment will be to assist the Executive Assistant. They will perform general clerical duties for the Regional Administrative Office staff, including the regional Human Resources Department and Fiscal Services. Duties will include:

(1) Serve as receptionist for the Hopkinsville Regional Office, including answering telephone, preparing and delivering mail, greeting guests, etc. Will also schedule the use of the facility for meetings, etc., and will maintain and order supplies for the Regional Office.
(2) Provide the first line “customer service” to telephone queries regarding client accounts (both first and third party), accounts payable and purchasing.
(3) Corporate and managerial correspondence.
(4) Corporate file maintenance.
(5) Preparation of corporate presentations/reports/forms.
(6) Staff schedule coordination.
(7) Coordination of executive office secretarial/reception services.
(8) Receive and screen executive telephone calls, record messages, and provide information when executive staff members are unavailable.
(9) Coordinate the set-up for meetings, hosting Center guests, travel arrangements, etc.
(10) Take, prepare, and distribute minutes of various management and Board committee meetings, as well as other related groups as requested/assigned by the Executive Assistant.
(11) Exhibit the ability to work independently yet interact in a positive and functional manner with all members of Center administration.
(12) Make travel arrangements for administrative staff as necessary/requested.
(13) Coordinate staff arrangements for attending conferences/workshops/trainings.
(14) Assist with/coordinate special projects at the request of the Executive Assistant.
(15) Other duties as required/assigned.

This employee must convey a positive and professional presence by phone and/or in person to all contacts. Must be skilled in problem solving and flexible in adapting to situational requirements. Must be organized and skilled in prioritizing projects. Flexible scheduling from time to time will be required.

MINIMUM QUALIFICATIONS:

(1) High school graduate plus at least three years experience in an administrative/clerical position involving typing, filing, maintaining records, etc. Some receptionist experience preferred.
(2) Data processing literacy and proficiency in data entry required.
(3) Proficiency in computer applications including word processing, database, and spreadsheet software.
(4) Technical experience/interest sufficient to operate computer-related hardware, i.e., multiple printers, modem communications, etc.
(5) Proficiency with machine transcription.
(6) Two years related experience preferred.
(7) Punctuality and regular attendance are critical for this position.
(8) Must pass a Criminal Record Check.

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