Overview
Administrative Assistant Jobs in Conyers, GA at Diversitech
Job Description
Job Title: Administrative Assistant
Department: Community Development
Reports To: Community Development Director
FLSA Status: Non-exempt
Revision Date: September 1, 2022
Job Classification: Grade 4
SUMMARY
The Administrative Assistant is responsible for quality control of the reports for the
division, coordinates the administrative functions for the department and completes
clerical work and administrative functions as required.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other
duties may be assigned.
1. Reads and routes incoming mail and responsible for outgoing mail.
2. Responsible for word processing for the department. Handles correspondence
including letters, e-mails, and faxes.
3. Composes, types and routes correspondence, proof reads reports for accuracy.
4. Answers telephone calls when necessary and assists with day-to-day tasks of the
division.
5. Completes requisitions, organizes purchase orders, and records telephone bids as
required by the agency policies and procedures.
6. Coordinates and arranges meetings by preparing agendas, reserving and preparing
facilities, and recording and transcribing minutes of meetings (staff meetings and
special trainings). Helps coordinate projects that the agency managers, assistant
director, and director are involved with; such as letters, memos, setting up
meetings, and taking minutes.
7. Makes copies of correspondence and other printed materials.
8. Conducts research, and compiles and types statistical reports.
9. Collects and compiles outcome data quarterly.
10. Creates, enters, evaluates, and updates monthly Excel spreadsheets for the
division.
11. Organizes and assists with division’s policies and procedures manual and
administrative plan.
12. Develops PowerPoint presentations and surveys for the division.
13. Maintains division files as required by the funding sources and contractual
compliance.
14. Reviews monthly reports for accuracy in areas concerning contractual
requirements. Communicates with staff if corrections are needed.
15. Reviews case management case notes and assures that staff is consistent with
goals and objectives as required by contract.
16. Reviews and records programmatic applications for contractual requirements.
17. Reviews Intake, Assessment and Referral applications and utility applications
completed by division staff. Completes billing and batching process for those
applications in the Management Information Systems (MIS).
18. Develops MIS training materials and conducts new employee and refresher
training for the department.
19. Serves in the role of Administrator for the MIS computer system for our agency.
20. Participates in weekly MIS calls, problem solves MIS issues and attends annual
administrative training for the MIS.
SUPERVISORY RESPONSIBILITIES
This position has no supervisory duties.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential
duty satisfactorily. The requirements listed below are representative of the knowledge,
skill, and/or ability required. Reasonable accommodations may be needed to enable
individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
High school diploma or general education degree (GED); or one to three months
experience and/or training; or equivalent combination of education and experience.
LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, operating and maintenance
instructions, and procedure manuals. Ability to write routine reports and correspondence.
Ability to speak effectively before groups of customer/clients or employees of
organization.
MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discounts, interest, commissions,
proportions, percentages, area circumference, and volume. Ability to apply concepts of
basic algebra and geometry.
REASONING ABILITY
Ability to solve practical problems and deal with a variety of concrete variable in
situations where only limited standardization exists. Ability to interpret a variety of
instructions furnished in written, oral, diagram, or schedule form.
COMPUTER SKILLS
Proficient personal computer skills, including electronic mail, routine database activity,
word processing, graphics, etc.
PLANNING/ORGANIZATION
Prioritize, organize, and delegate assignments.
CERTIFICATES, LICENSE, REGISTRATIONS
Must possess a valid driver’s license and meet Missouri automobile liability minimum
requirements.
PHYSICAL DEMANDS The physical demands described here are representative of
those that must be met by an employee to successfully perform the essential functions of
this job. Reasonable accommodations may be made to enable individuals with
disabilities to perform essential functions.
While performing the duties of this job, the employee is regularly required to sit; use
hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The
employee frequently is required to stand; walk; and stoop, kneel, crouch, or crawl. The
employee is occasionally required to climb or balance. The employee must occasionally
lift and/or move up to 25 pounds. Specific abilities for this job include close vision,
distance vision, color vision, and ability to adjust focus. The employee performs
sedentary physical activity of non-strenuous daily activities of an administrative nature.
The employee performs manual dexterity sufficient to reach/handle items and work with
the fingers.
WORK ENVIRONMENT The work environment characteristics described here are
representative of those an employee encounters while performing the essential functions
of this job. Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions.
The working conditions are well-lighted, heated and/or air-conditioned office setting with
adequate ventilation. The noise level in the work environment is usually moderate.Show more
Title: Administrative Assistant
Company: Diversitech
Location: Conyers, GA
