Maintenance & Facilities Secretary

JOB SUMMARY Provides secretarial support and administrative duties in support of business operations for the Human Resources Administration Department.

ESSENTIAL FUNCTIONS: Perform various clerical, secretarial and administrative support for an administrator.

Assist the department with tracking of various reports for daily, weekly, and monthly filing.

Coordinates, arranges and sets up meetings, prepares agendas, reserves and prepare facilities, and maintain minutes of meetin Provides administrative support by managing projects as authorized.

File, scan, and bind department data to ensure it meets the retention requirements.

Gather and expedite information from various parties both internal and external to the company.

Maintain files and data used for projects and clients.

Responsible for processing, submitting invoices or setting up and closing out requisitions, check requests and purchase order Prepare written correspondence and routes incoming mail; locate and attach appropriate files to correspondence, including e-mail and faxe Answers and screen telephone calls; arranges conference calls; coordinates administrator schedule and makes appointment Make travel arrangements as required.

Maintains adequate office supplies, orders, and prepares requisitions for needed supplies, arranges equipment for repairs and maintenance.

Monitor calendar and e-mail to assist the administrator with appointments, due dates, and timeliness.

Assist in planning and organizing meetings, events and workshops as needed.

Provide backup assistance for the office receptionist desk as needed.

Performs projects and other related duties as assigned.

QUALIFICATIONS AND REGUIRMENTS High School Diploma or GED.

At least two (2) years of experience of previous training in clerical and administrative skills and or duties preferred.

Must possess administrative perception to proofread written materials, to index and file correspondence, records and reports as well as excellent organizational skill KNOWLEDGE SKILL AND ABILITIES Exceptional attention to detail, placing a high priority on accuracy.

Must have analytical, project and time management skills.

The ability to balance conflicting priorities to manage workflow, ensure the completion of essential projects, and meet critical deadlines.

Strong team player with ability to independently manage a full workload and respond to shifting priorities.

Ability to communicate effectively with all levels of employees, including senior executives and outside contacts.

Strong PC skills (Outlook, Microsoft Word, Excel, and PowerPoint).

WORK ENVIRONMENT The work environment is primarily an office setting.

SAFETY The position does not require the use of protective clothing and equipment.

Certificates, Licenses, Registrations: None COMPENTENCIES: To perform the job successfully, an individual should demonstrate the following competencies: Quality Demonstrates accuracy and thoroughness Looks for ways to improve and promote quality Applies feedbac...