Job Description

Job Summary 

The On-Site Administrative Assistant I provides essential administrative support to ensure the smooth and efficient operation of the department. This role is responsible for performing various clerical tasks, maintaining organized records, and assisting leaders with day-to-day administrative needs. The Administrative Assistant I works under direct supervision and serves as a dependable resource for coordinating schedules, preparing documents, and supporting departmental functions. 

Essential Functions

Performs general clerical duties, such as data entry, filing, and maintaining accurate and organized records. Assists with scheduling appointments, meetings, and conference calls, coordinating calendars for department staff as needed. Prepares and distributes documents, reports, and correspondence, ensuring accuracy and adherence to departmental standards. Answers and directs phone calls, takes messages, and responds to general inquiries in a professional and courteous manner. Assists with arranging travel and accommodations for department leaders, coordinating itineraries and processing travel-related documents. Manages office supplies, ordering and restocking items as needed to maintain inventory for the department. Supports special projects and assists with event coordination as directed by supervisors. Maintains confidentiality and handles sensitive information in accordance with organizational policies. Coordinates the processing of invoices, expense reports and submission of contracts/purchase orders with the SBO. Performs other duties as assigned. Complies with all policies and standards.

Qualifications

H.S. Diploma or GED required 0-2 years of experience providing administrative or clerical support required

Knowledge, Skills and Abilities

Basic knowledge of office procedures and clerical functions. Strong organizational skills with attention to detail for maintaining records and schedules. Effective communication skills for interacting with team members, supervisors, and external contacts. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Suite. Ability to manage time effectively and complete tasks with minimal errors.