Administrative Assistant-Community Outreach-Full Time in Galveston, TX

Administrative assistants handle an office’s administrative activities, and perform a variety of clerical and administrative duties, that are necessary to run an organization efficiently. They create and maintain filing systems, perform routine clerical and administrative duties, organize files, prepare documents, schedule appointments, and support other staff. Use computer software to create spreadsheets; manage files; prepare presentations, reports, and documents. Use videoconferencing, fax, and other office equipment. May also work with outside vendors, buy supplies, and manage supplies or corporate records.

Responsibilities:

• Establishing and maintaining subject matter files for supervisor’s use in preparing recommendations for projects.
• Producing a variety of recurring reports, charts, and statistical data relating to workload, timeliness, and quality control.
• Applying knowledge of the various types of software capabilities and functions to resolve problems and complete standard/nonstandard assignments.
• Updating folders as necessary to add, remove, revise, or replace equipment information and establish or modify preventive maintenance requirements.
• Coordinating with a variety of individuals inside and outside of the organization, to determine the appropriate person for responding to technical inquiries.
• Answer telephones and take messages or transfer calls.
• Schedule appointments and update event calendars.
• Arrange staff meetings.
• Handle incoming and outgoing mail and faxes.
• Prepare memos, invoices, or other reports.
• Edit documents.
• Maintain records, folders and filing systems, whether electronic or paper.
• Perform basic bookkeeping.
• Provides exceptional professional and courteous service to all internal and external customers.
• Assists in data analysis and reports trends to management, as needed.
• Works with little supervision with ability to use critical thinking skills and utilize own judgment in making decisions.
• Completes other duties as assigned.